The Elizabeth Glaser Pediatric AIDS Foundation [EGPAF] supports Tanzania's Ministry of Health and other stakeholders in the role out and strengthening of a broad scale of HIV programs through a District approach.
Job Title: Field Operations Officer
Responsible to: Field Office Program Coordinator
Technical Supervisor: Associate Director of Operations
Location: Tabora
Purpose of post:
To support the Field Office Coordinator and Associate Director of Operations in overseeing, providing guidance, and building the capacity of five operational areas (Human Resources, Finance, Administration, Information Technology, and Procurement and Logistics) at a Field Office level and to work with Operations Department Managers and other Field Operations Officers to ensure complete, consistent, and synchronized implementation of operational policies and procedures.
Major Duties and Responsibilities
Human Resources:
- Maintains/updates Staff Leave records and ensure all Leave is properly documented for Field Office staff.
- Advertises positions and assists with recruitment as needed and with the guidance of Dar HR Manager.
- Advise Dar HR Manager of HR concerns or issues requiring attention.
- Provides guidance and expertise on completing Performance Evaluations and assists HR Manager in ensuring all evaluations are submitted in a timely manner and all Job Descriptions are updated on an annual basis.
- Ensures all HR policies and procedures are properly adhered to.
- Procurement and control of office and kitchen supplies.
- Ensures office phone is answered properly and professionally.
- Ensures visitors are greeted and welcomed.
- Ensures Office Access policies are implemented and adhered to.
- Oversees 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.
- Oversees proper running of utilities for the building such as electricity water and proper function of telephone lines.
- Manages the cleaning of the building and the surrounding.
- Organizes for receipt and delivery of mail / sends and receives faxes.
- Assists with Travel arrangements for Field Office staff as needed.
- Liaises with Landlord and Repairmen to ensure property is well-maintained.
- Ensures storerooms are clean and organized.
- Ensures Internet is up and running with a minimum of 1% downtime.
- Troubleshoots various IT problems with equipment and applications.
- Works with Dar IT Manager to fix problems as needed.
- Oversees use and maintenance of IT equipment such as printers, scanners, Vodacom modems, LCD projectors, etc.
- Ensures files are backed on a daily basis and server and its applications are fully functional and well-maintained.
- Ensures all IT policies and procedures are properly adhered to.
- Ensures that Foundation vehicles/equipment are properly serviced and maintained.
- Ensures vehicle usage and fuel log reports properly completed, approved, and sent to Dar office on a monthly basis.
- Inventory control and reporting for Field Office Furniture and Equipment. Acts as Property Manager for respective Field Office.
- Prepares bid analyses as needed and procure goods and service locally, as much as possible.
- Coordinates use of all vehicles and activities of Drivers.
- Liaises with vendors to ensure proper goods and services are provided to Field Office.
- Ensures all procurement polices are properly implemented and adhered to.
- Responsible for the cash management of the EGPAF Field office including banking and disbursements in accordance with established EGPAF procedures.
- Ensure that all invoices received from vendors are in orderly manner and duly supported by proper documentation.
- Preparation of all payment vouchers.
- Ensure that all checks issued by the Foundation are dispatched to vendors and obtain appropriate receipt thereof.
- Prepare Monthly Financial Reports for submission to the Country Office in a timely manner.
- Perform Bank Reconciliation for Field Office.
- Maintains Field Office Travel Advance Register.
- Ensures VAT exemption information is provided to Dar P&L department.
- Ensures all Finance policies and procedures are properly adhered to.
- Assesses operational 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 operational policies to ensure they are being properly adhered to.
- Ad hoc reports and provision of information as needed.
- Maintains all operational documents and electronic files to ensure they are complete and well-organized.
- Any other relevant duties as assigned by the Field Office Coordinator or Director of Operations.
- Various Field Operations Staff such as Administrative Assistant, Finance Assistant, Guards, Drivers, Receptionist, Office Cleaners, etc.
- Advanced Diploma in Accounting, B.Com – Finance or its equivalent
- 2-3 years experience preferably in a non-profitable making organization.
- Previous experience in five operational areas of HR, P&L, Finance, Admin, and IT.
- Good interpersonal skills and ability to work as an effective member of a complex team.
- Fluent reading, writing, and speaking in both Kiswahili and English
EGPAF is an equal opportunities employer and these positions are open to all, but ONLY qualified candidates should submit a CV and a cover letter explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.
Submissions may be sent to:
The Human Resource Manager,
EGPAF,
P.O. BOX 1628,
Oysterbay, Haile Selasie Road Plot # 8 & 10,
Dar es Salaam,
Tanzania. Or e-mail: recruitment.tanzania@pedaids.org
Further information can be found on the EGPAF website Elizabeth Glaser Pediatric AIDS Foundation -.
Closing date: 22nd July 2011.
If you have not heard from us within 3 weeks after the closing date, you can assume that your application was not successful.
