Senior Procurement & Logistics Manager
Location: Dar Es Salaam, Tanzania
Job Code: 1273# of openings: 1
Position Details
Job title: Senior Procurement &Logistics Manager
Location: Tanzania, Dar es Salaam
Job grade: 7
Primary manager: Director of Operations
Job Summary
A Senior Procurement &Logistics Manager assume responsibilities for
the inventory, purchasing, vehicle management, property
management/maintenance, logistical support, service contracts,
Procurement and Logistics Assistant, contracted service providers, and
other related administrative activities.
Essential Duties and Responsibilities
Procurement
Coordinate Procurement of office equipment and supplies for the Dar
Office, sub-offices & “central procurement” items for sub-grants.
Ensuring that all needed documents and donor prior approvals are
obtained, completed, and filed for EGPAF’s procurement activities in
line with USG and EGPAF regulations and approved budgets.
Establishes and maintains system for purchasing, ensuring that accurate
and detailed specifications are submitted in writing prior to initiation
of purchasing and coordinates the efficient pickup and delivery of
purchases.
Oversees that the inventory system is updated and up to date (for Dar office & sub-offices).
Maintain all contracts of vendors providing services to EGPAF (leases,
phone, vehicle insurance, vehicle maintenance, fuel, flights etc.)
Logistics
Provides logistical support to the EGPAF Program as needed.
Ensure VAT exemptions for Dar, Arusha, and Dodoma & Tabora
offices/program are obtained for all procurement in conjunction with
USAID, Ministry of Health and Tanzania Revenue Authority.
Manages disposal of all property and equipment in accordance with EGPAF and USG regulations.
Ensures proper inventory reports and controls are in place for all EGPAF property and equipment.
Identify, train and coordinates activities of Property Managers in each office.
Vehicle Management
Establishes and maintains required reporting system and ensures timely maintenance and repairs to vehicles.
Periodic review of fuel control sheets for all the Foundation offices (Dar, Arusha, Dodoma & Tabora)
Field Support
Liaise with Field P&L Staff to ensure standard P&L policies and procedures are implemented in each office.
Ensure the LPO system is consistently implemented at the field offices
Conduct visits to Field Offices to assist with implementation of P&L
activities and build capacity and understanding of staff.
Ensure proper documentation of procurement files in sub-offices
Supervisory
Supervises the Procurement and Logistics team.
Other Duties
Assess Procurement &Logistics policies and procedures on an on-going
basis to identify and propose new operating changes as needed
reflecting the guiding policies and procedures, in addition to
monitoring the implementation of existing P&L policies to ensure
they are being properly adhered to.
Prepare, submit and advice on relevant Procurement & Logistics MIS reports mentioned above to the Director of Operations
Required Qualifications
Bachelor’s degree in Business or other related field required. Masters preferred
Demonstrated at least 7 years’ experience on managing procurement & logistics department/activities.
Prior experience dealing with various government offices for VAT exemptions, work permits, Visas, etc
Three to five years pervious management experience is required.
Experience working with International NGOs.
Knowledge, Skills & Abilities
Understanding USG procurement and logistical regulations.
Procurement & Logistics skills
Strong interpersonal skills
High quality written & oral communication ability
Strong supervisory skills
Strong computer literacy
Fluent reading, writing, and speaking in both Kiswahili and English
Senior Office and Administration Manager
Location: Dar Es Salaam, Tanzania
Location: Dar Es Salaam, Tanzania
Job Code: 1274# of openings: 1
Position Details
Job title: Senior Office and Administration Manager
Location: Dar es Salaam
Job grade: 7
Reporting to: Associate Director of Operations
Roles Summary
To administer the Dar es Salaam office, oversee essential administrative
activities at the EGPAF Dar es Salaam office, and to support and
build the capacity of the Field Office Administrative staff.
Essential Duties and Responsibilities
Reception
Ensure good relationship between the Foundation and the public in
person, over the phone, and through e-mails when interacting with or
visiting the Dar Office.Ensure Dar Office Access Procedures are followed
at all times. Mail & parcel Administration
Administer incoming and outgoing documents and parcel courier through DHL EMS and others
Secretarial Duties
Update EGPAF Tanzania Staff Contact list on a monthly basis and
disseminate to All Staff.Oversee and facilitate hotel, transport
logistics, visa requirements, and other travel needs for international
visitors.Organize and assist with international travel arrangements for
all Dar Office staff.Manage key vendor relationships with local hotels,
Travel Agency, and telephone companies.Manage EGPAF Master Calendar and
update accordingly.
Property and Equipment Management
Oversee the use and maintenance of the office equipment including the
photocopier, fax, binding machine to ensure that they are in working
order and arrange for their repair and maintenance as needed.Oversee
proper running of utilities for the building such as electricity water
and proper function of telephone lines.Manage the cleaning of the
building and the surrounding.Manage safety and security of the building
and assets.Work with Landlord,
Landlord’s Property Management Firm, and Repairmen to maintain and fix
office as needed.Contract maintenance of all office equipment: Ensure
that all office equipment and work space properly maintained and
serviced.
Driver / Vehicle Management
Vehicle maintenance: Ensure that all foundation vehicles are properly
maintained and log books are daily recorded.Provide log book and fuel
records to Procurement and Logistics Department on a monthly
basis.Maintain/update Drivers’ travel Advance and Expense
RegisterMaintain/update Personnel Activity Report (PAR) for Drivers, Day
Guard, and Office Attendant.Maintain/Update fuel monitoring Register
for three Dar vehicles.Coordinate activities of Drivers and use of Dar
Office vehicles in accordance with the needs of the Dar Office and its
staff.
Field Support
Liaise with Field Admin Staff to ensure standard Admin policies and
procedures are implemented in each office.Conduct Trainings and Meetings
with Admin Staff to build capacity and understanding of Admin
activities.Conduct visits to Field Offices to assist with implementation
of Admin activities and build capacity and understanding of staff.
Other Duties
Assess Admin policies and procedures on an on-going basis to identify
and propose new policies or changes as needed, in addition to monitoring
the implementation of existing Admin policies to ensure they are being
properly adhered to.Act as a company Secretary for EGPAF Tanzania and
ensure timely filing of Annual returns with Business Registration and
Legal Authority (BRELA)Manage Business Continuity Plan for the Dar
Office and support field offices in completing the plan for each field
office.Any other relevant duties as assigned by the Director of
Operations.
Supervisory
Supervises Administrative AssistantSupervises three DriversSupervises two Office Attendants.Supervises Day Guard/Receptionist.
Senior IT and Project Management Manager
Senior IT and Project Management Manager
Location: Dar Es Salaam, Tanzania
Job Code: 1272# of openings: 1
Position Details
Job title: Senior IT and Project Management Manager
Location: Tanzania, Dar es Salaam
Job grade: 7
Primary manager: Associate Director of Operations
Job Summary
Senior IT Manager will manage all Information Technology equipment,
systems, policies, andProcedures at the Dar es Salaam office and in the
established project offices in Tanzania
Essential Duties and Responsibilities
Technical Support:
Primary individual responsible for providing and/or coordinating
technical support to Dar Offices users in regard to IT systems and
equipment.Identifies and trains IT backup staff in Field Office who acts
as primary contact for IT technical support in their respective Field
Office.Liaises with Field Office IT backup to act as secondary
individual for providing technical support to Field Offices.Researches
technical support solutions and works with vendors to resolve these
issues as needed.Liaise with EGPAF HQ regarding IT issues as
needed.Ensures adherence and sensitization of laid down IT policies and
procedures
Network Administration:
Ensures that all users’ virus software is up to date.Manages system back
up administration including tape swapping and prep for off-site storage
and retrieval. Primary responsible for managing Dar Office Network on a
day to day basis. Must ensure system stability daily in order to
prevent lapses in network service. Measured in terms of
downtime.Secondary individual responsible for Field Office
administration (Field Office IT backup is primary individual
responsible).Working with EGPAF HQ, to establish new user e-mail and
network account set-up.Outlook administration including user ID
maintenance, distributions lists, and troubleshooting.
Training and Capacity Building:
Identify areas where users can be trained to improve basic computer
literacy and assist users as needed and organizes needs assessments and
trainings to build capacity.Orientates all new staff to EGPAF IT
equipment and systems including phone system, EGPAF Intranet, Glaser,
and CGIS.Works with EGPAF-DC to upload content and encourage use of
Crossroads intranet
Project Office Support:
Oversees and coordinates IT systems and maintenance of IT equipment in
all Field Offices.Identifies and trains IT backup in each Field Office
and provides on-going support and guidance.Visits Field Offices on a
regular basis to assess status of IT systems, equipment, and inventory
and to build the capacity of Field Office staff and the Field Office IT
backup.Act as a dotted line supervisor for field officers IT Assistants
General:
Maintains a positive working relationship with all staff with a customer
service oriented approach.Acquires and develops professional skills
that benefit EGPAF and the individual.Assesses IT policies and
procedures on an on-going basis to identify and propose new policies or
changes as needed, in addition to monitoring the implementation of
existing IT policies to ensure they are being properly adhered to.Any
other relevant duties as assigned by the Director of Operations.
Supervises:
IT Officers.
Required Qualifications
Education & Experience Bachelor’s degree in Information Systems or
commensurate experience.Current relevant technical certifications
(prefer MCSE or A+ certification).At least Four years of LAN support
experience.At least Four years of LAN, e-mail and file/directory
services administration.At least Four years of user support experience
including PC hardware and software troubleshooting.Fluent reading,
writing, and speaking in both Kiswahili and English Strong interpersonal
communication skills
Knowledge, Skills & Abilities
Strong technical support and troubleshooting experience Managerial
Skills Experience supporting Windows environments including Office 365
cloud services and Account management VPN management, Sonic wall filter
and wireless infrastructure Familiarity with basic system administration
tools and processes Broad knowledge of computer hardware, network
operations and maintenance Telecommunications systems including VOIP
Emerging technology trends Focus on results for the clients and respond
positively to feedback.Consistently approach work with energy and a
positive, constructive attitude.Demonstrate openness to change and
ability to manage complexity.
Senior Human Resources Manager
Senior Human Resources Manager
Location: Dar Es Salaam, Tanzania
Job Code: 1271# of openings: 1
Position Details
Job title: Senior Human Resources Manager,
Location: Dar es Salaam
Job Grade: 7
Directly Reports to: Associate Director of Operations
Indirectly Reports to: International HR Director (for Africa)
Roles Summary
The Senior Human Resources Manager is responsible for all aspects of the
human resource function within the country program. Reporting to the
Associate Director of Operations with dotted line accountability to the
International HR Director, the position is responsible primarily for
staff recruitment, retention, performance management, employee
relations, compensation, compliance, employee development and succession
planning. The incumbent ensures that HR initiatives are aligned with
EGPAF’s mission, values and long-term business strategy, and that they
support the evolving HR needs of the country program. The overall
objective of the position is to support the development and retention of
a high performance work force and a learning culture.Essential
Duties and Responsibilities
Provide leadership and oversee HR operations to ensure strategic
initiatives are implemented with a strong emphasis on recruitment,
development and retention of high-quality staff. Develop and implement
national HR strategies, plans & budgets that support program
objectives, and ensure full implementation of defined HR standards &
good practices.Conduct analysis and market research on salary and
benefits trends. Provide HR guidance and recommendations to ensure the
program remains competitive.Establish and oversee recruiting, hiring and
orientation plans and procedures for EGPAF employees.Establish and
oversee internal HR policies, procedures and programs. Ensure
communication and compliance with all internal policies and procedures
as well as external regulations and applicable labour laws.Manage
administration of personnel benefits and compliance with tax laws,
including employee terms & conditions of service, salaries &
benefits, employment contracts, and leave records.Administer performance
management processes to align employee performance with EGPAF program
goals and objectives and assist management in creating and retaining
high performance employees and teams. Facilitate employee communication,
provide employee services and counseling, advise on disciplinary,
grievance and conflict resolution procedures, and promote employee
safety, welfare, wellness and health.Manage and resolve employee
relations issues (Industrial Relations) and assist management with
conflict resolution to ensure that issues are identified and addressed
promptly, appropriately and fairly.Collaborate with the Director for
Operations and the International Director, Human Resources on sensitive
matters including litigation. Implement preventative measures and
assist in reducing litigation by ensuring fair and equitable application
of policies and practices.Interface and coordinate with managers and
supervisors to enhance communication, education and ensure effective
implementation of HR programs. Partner with the international human
resources team to administer, communicate and promote EGPAF programs and
policies. Supervise HR staff members and oversee the management of
seconded personnel.Conduct regular field trips to project offices to
monitor and review human resource and administrative procedures and
assist project staff, where appropriate.Manage the country learning and
development plan, identify growth and development opportunities for high
potential staff, and facilitate management & leadership development
initiatives.Ensure annual and mid-year performance reviews are
conducted in a timely manner each year.
Required Qualifications
Education and Experience
Bachelor’s or preferably Master’s Degree in human resource management,
organization development, organizational psychology or
similar.Professional certification in HRM preferred.Above 7 years’
experience in human resource management in progressively responsible
roles, with sound cross-functional experience.Extensive experience in
multi-cultural, multi-national and multi-site non-profit organizations
preferred.Excellent interpersonal skills and ability to resolve
confrontational situations in a friendly and professional manner.
Essential Skills and Knowledge
Expertise in national labour law, employment legislation &
employment practices. NGO and international donor/grantee compliance
experience a plus.Excellent interpersonal, communications, customer
service, consulting, coaching and organizational skills, with a track
record of driving change and innovation.Strong problem solver with
strong business skills and strategic acumen, organizational diagnostic
skills, analytical skills, and excellent team-building skills.High
energy and maturity with ability to manage multiple projects
simultaneously with competing priorities.Both strategic and tactical:
able to lead in a ‘role up your sleeves’ manner that is perceived to be
people-centric and effective.Culturally astute, respectful and tolerant,
able to promote and support diversity in the workplace, and able to
gain the trust and respect of peers.Fluency in English and at least one
local language.Willingness to travel regularly to field offices, with
occasional international travel.
Project DriverProject Driver
Location: Dar Es Salaam, Tanzania
Job Code: 1275# of openings: 1
Position Details Job title:Project Driver (8 posts)
Primary manager: Associate Administrative Officer
Location: Dodoma, Tabora and Arusha
Job grade:
Job Summary
Under the overall guidance and supervision of the Senior Administration
Manager and direct supervision of the Associate Administrative Officer,
the driver ensures that EGPAF staff and official visitors/consultants
are driven safely to meetings, workshops, and other work-related
destinations; and that the EGPAF vehicle under in charge is maintained
in an optimal working condition. The driver provide logistical support
and back up to operations department as required and advised from time
to time by the supervisor.
Essential Duties and Responsibilities
Logistics Support
Project Drives EGPAF staff and officials to meetings, field trips and
other destinations on official business.Collects and delivers mail,
packages and equipment; and maintains records of all deliveries and
distributions.Performs pick up duties from various points as directed by
the supervisor Work with respective departments to follow up on various
permits and VAT exemptions Work to clear various EGPAF shipments at
different levels Assist in receiving, packing, labeling and distributing
parcels to different destinations as advised from time to time Perform
purchase duties for the office such as office supplies
Vehicle Maintenance
Ensures that the assigned vehicle is compliant with the EGPAF minimum
operating standards and Foundation Vehicle use Policy
requirements.Performs minor repairs, arranges for regular maintenance
and ensures that the vehicle is kept clean and in good running condition
at all times.Ensures safety and custody of the vehicle, including
tools.Ensures availability of all the required documents/supplies
including vehicle insurance, registration, logs, office directory, and
map of the city/country, first aid kit, and necessary spare parts are in
the assigned vehicle.Ensures that, in the event of an accident
involving the office vehicle, the necessary steps required by rules and
regulations are followed.
Administrative Support
Maintains records for vehicles, logs official trips, records daily
mileage, records the use of fuel vouchers, and keeps records on
consumption.Keeps track of insurance and other tax formalities Assist
office staff in filing, photocopying and maintaining stores when
required.Assists in the mailing and distribution of letters and
publications Collect and distribute mails as directed by the
administrative assistant Follow up on utility invoices and deliver
checque on the specified period of time
Other duties
Provide back up in the operations department in absence of other
operation team members Perform other reasonable duties as may be
assigned from time to time by the supervisor
Required Qualifications
Certificate of Secondary Education Certificate from a reputable Driving
College Clear Class C driving license Clear driving history and
promises driving record At least two years’ experience as a driver, with
preference for experience with USAID or other International
Organization will be an added advantage.Safe driving records Long
distance driving experience Good oral communication ability in both
Swahili and English Ability to be flexible and learn quickly, ability to
work with variety of different people and culture
Knowledge, Skills & Abilities
Good oral communication ability.Polite, easy going, ability to work with
variety of different people and cultures Ability to work after hours to
transport staff/consultants to airport and other location.Strong
language capability in both Kiswahili and English Job Circumstances The
position is based in the districts we operate and may require travelling
outside of the working stations to other locations of program
implementation
HOW TO APPLY
EGPAF is an equal opportunities employer and the position is open to
all. Qualified candidates should submit a CV, cover letter and relevant
certificates explaining how the experience detailed in the CV will
contribute to the requirements of the position and references to EGPAF.
Submissions to be sent to:
The Director of Operations,
Elizabeth Glaser Pediatric Aids Foundation,
P.O. BOX 1628,395
Ursino Park , Mwaikibaki Road, Morocco.
Dar es Salaam, Tanzania.
Or e-mail through recruitment.tanzania@pedaids.org
Closing date: 4th August 2017.
Only shortlisted candidates will be contacted.
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