ICAP at Columbia University is a Non-Governmental Organization affiliated with Columbia
University’s Mailman School of Public Health (MSPH) registered in Tanzania as MSPH Tanzania
LLC since February 2005 (SO No. 12987). ICAP has been receiving funds to support HIV
prevention and treatment programs in Tanzania from the US President’s Emergency Plan for AIDS
Relief (PEPFAR) through the U.S. Centers for Disease Control and Prevention (CDC) since 2005.
In collaboration with the Ministry of Health, Community Development, Gender, Elderly and
Children (MoHCDGEC), ICAP has supported the government on health system strengthening,
provided technical support especially on HIV prevention, care, and treatment, voluntary medical
male circumcision services, and facilitated HIV prevention interventions in community settings.
From October 2016, ICAP has been receiving PEPFAR funding from CDC for a 5-year project
delivering interventions as the community implementing partner. The project, known as FIKIA,
provides community-based HIV prevention interventions including HIV testing to key and
vulnerable populations (KVP). The goal of FIKIA is to accelerate, expand, and improve the quality
of comprehensive community-based HIV prevention services to KVP in order to achieve 90-90-90
targets. FIKIA implementation spans a total of 50 districts across nine regions, including Kagera,
Kigoma, Mwanza, Geita, Simiyu, Mara, Pwani, Tanga, and Dar es Salaam.
ICAP employs competent, dynamic individuals with strong technical knowledge and public health
management skills in implementing the program objectives. ICAP is now seeking to fill the below
positions:
Job Description
Position Title: Senior HR and Administration Manager – Dar es Salaam (1 position)
(Tanzania Nationals Only)
Reports to: Director of Finance and Administration
Job Location: Dar es Salaam
Overall Job Function:
The HR and Administration Manager will offer overall support and direction in Human Resources
and Administration function for ICAP Tanzania country operations. He/She will ensure the
policies and standards are applied consistently in all the country offices. This role has a country
focus and ensures compliance to ICAP procedures and guidelines within the country’s operations.
The role contributes to the development of country strategies, which are translated into action
plans and day-to-day tasks. The position will work in close cooperation with the Director of
Finance and Administration
Specific Responsibilities and Duties:
HR duties
Provide leadership and oversee HR operations to ensure strategic initiatives are
implemented with a strong emphasis on recruitment, development and retention of highquality
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 ICAP
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 labor 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 ICAP
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 of Finance and Administration 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 ICAP
programs and policies.
Supervise HR staff members.
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.
Administration and IT
Developing and implementing operational guidelines for the office, including ensuring that
office space is designed and kitted out in a way that is fit for purpose
Manage asset control, assignment and movement; maintain an updated and accurate asset
register and room lists, and ensure that all assets are properly labelled and whereabouts
regularly verified
Ensure effective office security, including liaison with security company and ensuring
adherence to office security policies for all staff and visitors
Ensure that all services are provided on a regular basis and provide good value; process and
ensure that all office‐running related bills are paid on time
Oversee overall office operations and ensure that all office equipment is operating and
well‐maintained, including LAN and telephone systems
Prepare and submit timely and accurate monthly Admin reports and dashboards (eg.
insurance, keys, etc)
Organize and supervise other office activities (recycling, renovations, event planning etc.),
Keep abreast with all organizational changes and business developments.
Manage IT staff by recruiting, training and coaching employees, communicating job
expectations and appraising their performance, ensure security of data, network access and
backup systems.
Desired Minimum Qualifications:
8+ years of progressive experience in HR Management with an international organization
AND at least 5 years in a similar role.
Bachelor’s degree in Human Resources; a Master’s degree in related field is preferred.
MBA is a plus.
Significant experience with NGOs in an international environment
Proven leadership skills and a competence in people management.
Demonstrated understanding and working knowledge/experience of Human Resources
Management principles, concepts & processes.
Extensive knowledge on local labor law.
Excellent skills in handling and advising on complex people management issues.
Experience in developing Human Resources strategies and policies, and driving
implementation.
Experience with managing large amounts of confidential employee information.
Position Title: Logistics & Procurement Sub Unit Manager – Dar es Salaam (1 position)
(Tanzania Nationals Only)
Reports to: Director of Finance and Administration (DAF)
Job Location: Dar es Salaam
Overall Job Function:
The Logistics & Procurement Sub Unit Manager reporting to Director of Finance and
Administration will be based in Dar es Salaam with overall responsibility of managing
Procurement/logistics and Grants and Contracts departments will work closely with finance Team,
Other operational teams, SMT and Program Teams. He/she will also specifically work with other
external and internal stakeholders such sector specialists/advisors, project managers and area
coordinators at their respective field offices. In consultation with the Sub-grants Officers, she/he
will ensure implementation of sub grants Policy and sub-contracting procedure of ICAP and
donors Rules & Regulations at all levels in their respective regional Subs and Service agreements.
This role also encompasses distribution management within logistics, including transportation,
warehousing, and monitoring the flow of goods and supplies to the 10 regions where ICAP
Tanzania work.
Specific Responsibilities and Duties:
Sub Grants and Agreements management:
Identify potential Subgrants/Service agreements and establish relationships with
selected Subs and Service agreements in the respective regional office in line with
ICAP’s strategic priorities, policies and procedures (including sub-agreement policy in
ICAP SOPs). Ensure a transparent Subs and Service agreements’ assessment process
including Due Diligence and Subs and Service Agreements’ Capacity Assessment to
support effective engagement in Subs and Service agreements with ICAP in the
regions.
Prepare a sub grant-opening meeting for all new Subs and Service agreements.
Participate in prospective Subs and Service agreements’ proposal review including
review of the proposed budget and compile comments for further sharing with the DAF
d Subs and Service agreements’ improvements through Subs and Service agreements
representatives, Sub Grant Officer, DAF and Sub and Service team in ICAP New York
Office.
Advice and support Programs for using the correct agreement formats according to the
sub grants policy for any new sub grants engagements in line with ICAP SOPs. Prepare
and support in MoUs, sub-grant agreements and ensure relevant sub-grant agreements
documents are prepared before signing agreements. Monitor and conduct review of
support documentation to ensure adherence of all clauses in subcontracts/ sub-grant
agreements/MOUs are met by Subs and Service agreements under your supervision.
Check the correctness of monthly and quarterly liquidations (CMER reports) & support
documents from Subs and Service agreements and recommend the necessary
improvements- Document any communications in sub grant files. Carry out
autonomous field checks and visits to support and build capacities of the Field Subs and
Service Agreements Finance teams. Prepare monthly & quarterly budget monitoring
reports (burn rates) for Subs and Service agreements- as monitoring mechanism to
mitigate any over/under spent in time.
Implement mechanism to ensure joint monitoring and communication with Subs and
Service agreements to maximize impact of project or strategic engagement in the
respective region. Coordinate and participate in reviews of Subs and Service
agreements’ work and facilitate Sub grant’s close out process with Sub grants
Specialist.
Help to promote quality & accountability practices among all implementing Subs and
Service agreements through joint monitoring with Program staff and Subs and Service
agreements representatives. Assist in providing technical assistance to Subs and Service
agreements in issues related to CDC/ PEPFAR compliance, Budget Templates and
guidance on exchange rates (losses and gains).
Support and conduct Risk/Capacity Assessment of potential Subs and Service
agreements before any engagement with ICAP. Support Sub Grant Officer in
identification of capacity gaps of Subs and Service agreements and staff and help to
develop plans to ensure capacities of Subs and Service agreements and staff are built
accordingly.
Any other responsibility as may be assigned by Line Manager
Procurement Logistics:
Manage and ensure all deliveries to each required regions are completed effectively and all
supplies are accounted for. Manage the delivery of goods/services to ICAP ensuring the
team correctly accounts for all items. Ensure all procurement follows the organizational
procurement procedures and all orders are made correctly with the right authorization
Establish a clear procurement plan ensuring that requests are managed effectively ensuring
sufficient time is provided to complete all necessary processes as per ICAP SOPs and
funders regulations.
Ensure all procurement requests are completed correctly and the duties of collecting
quotations is segregated amongst the team to prevent conflict of interest in line with ICAP
SOPs.
Oversee the procurement analysis of all supplies/services by working with procurement
team and ITC ensuring detailed procedure and selection process is clearly outlined within
the analysis section. Support team members to present suppliers with procurement
committee meetings. Ensure clear documentation for supplier selection is obtained for
auditing purposes.
Provide agenda; organize for all procurement committee (ITC) meetings with suppliers,
detailing minutes of committee meetings.
Ensure the Conflict of Interest Policy is upheld throughout all processes of procurement,
Report to manager any concerns regarding procurement processes.
Manage the Approved Supplier List. Ensure all suppliers uphold the terms and conditions
of the agreement and in need of sourcing or changing current agreements organize
procurement committee to facilitate any necessary additions and changes. Conduct price
checks on all procurement conducted and manage the team to negotiate strong value for
money.
Manage all supplies for the organization, ensuring the administration team are logging all
incoming and outgoing supplies and any discrepancies are investigated and reported.
Manage the process of procurement and delivery for project supplies to
office/sites/training/events, ensuring all items are logged in and any extra supplies are
returned back to the office and logged correctly where necessary. Organize quotations and
payment of insurance and renew this annually.
Maintain proper records of Assets and inventory update disposal Plan as necessary.
Any other responsibility as may be assigned by Line Manager
Requirements
Bachelor degree in Business Administration- Finance/Accounting with Logistics and
procurement background, MBA in Supply chain/Logistics is an added advantage.
Eight (8) years’ of experience in public/private sector working with in Logistics,
Procurement and Grants Management AND at least 4 years’ experience in similar role
Must have sufficient expertise of management and capacity Building of Subs and Service
agreements.
Must be familiar with PEPFAR/USAID and other donors’ rules & regulations.
Must have sufficient knowledge of contract management.
Good writing and analytical skills.
==================
Nationals Only)
Reports to: Logistics & Procurement Sub Unit Manager
Job Location: Dar es Salaam
Overall Job Function:
Inventory and Asset Assistant with safety, efficiency and customer service a priority, is
accountable for the overall warehouse operation, which receives and stores, moves and ships
supplies, stock and materials & Assets to and/or from the warehouse and ICAP offices. Manages
the overall operation and ensures the safe and effective storage and distribution of supplies/goods
on time and without damage. Develops and implements both short- and long-term warehouse
planning.
Specific Responsibilities and Duties:
Prepare monthly Warehouse reports for supplies shipped and received at the warehouse,
ensuring that all damages or problems are recorded and accounted for.
Develop, implement and enforce material-handling policies/procedures, and regulatorycompliance
procedures including for medical in line with legislation requirement in Tanzania.
Determine compliance with laws, regulations, and/or standards and complete appropriate
documentation as required.
Maintain accurate and up-to-date inventory records and ensure that inventory reports are
prepared and distributed to the Program leads as required. Logistics & Procurement Sub Unit
Manager of any capacity or inventory problems.
Ensure stock is maintained and rotated properly and regularly.
Prepare warehouse activity reports, including KPIs, daily/weekly operations report, health and
safety, human resources.
Ensure all material-handling equipment, structures or materials are maintained, including regular
safety inspections.
Review the warehouse operation throughout the work process and at completion, including the
daily “circle check” to ensure that all products are stored safely.
Maintain proper security and good housekeeping of both premises and stock.
Oversee security and general upkeep of warehouse, including regular maintenance of equipment
Offer alternative solutions to system and procedural issues that may disaffect productivity and/or
customer service or compromise health and safety
Be accountable to the customer for both quality and quantity of output and resolve any
problems, ensuring that potential Sub Grant Officer complaints are escalated
Continuously monitor effectiveness of the warehouse-operations strategies aimed at reducing
operating costs, including wages, and improvement of quality-control procedures
Act as the ‘voice’ of the warehouse operations at management meetings.
Develop constructive and cooperative working relationships with those on your team, as well as
cross-functionally.
Maintain ICAP Property log in term of Assets and inventory and quarterly provision of Property
Log reports.
Develop Asset and inventories disposition plans for implementation.
Develop Assets Replacement Plan
Requirements
Bachelor degree in Procurement and Logistics or any other relevant field,
Two (2) years’ of relevant similar work experience in public/private sector working in
Assets and inventory management
Must be familiar with PEPFAR/USAID and other donors’ rules & regulations.
Good writing and analytical skills.
====================
Position Title: HR Officer – Dar es Salaam (1 position) (Tanzania Nationals Only)
Reports to: HR Specialist
Job Location: Dar es Salaam
Overall Job Function:
The incumbent will be reporting to the Human Resources Specialist and working alongside an
existing Human Resources Officer, responsible for the provision of comprehensive guidance on all
HR matters.
Specific Responsibilities and Duties:
Management of recruitment and selection activities for technical, professional and
managerial level positions to include formulation of job descriptions, advertising and
management of interview process
Managing absenteeism through absence management policy for both short and long term
absence in line with HR objectives.
Ongoing review and enhancement of Company and HR Policies and Procedures in line
with legislative developments.
Ensuring all relevant ID, certificates and employee documents are received on or before 1st
day of employment and verify that with relevant authorities.
Handling of disciplinary investigations, hearings, appeals and grievances.
Managing the collection of references, Police and Local government security clearance as
relevant to each role.
Creation and delivery of HR related management training and induction programs.
To help HR specialist deliver and report on the annual employee engagement survey to
ensure feedback from employees is collected and interpreted correctly to help improve
employee engagement.
To manage the long service rewards and ensures employees are notified of qualifying
rewards in a timely and accurate manner.
Any other reasonable duties which may be required by management from time to time.
Required Qualifications, Knowledge and Skills:
Required Education: Bachelors’ degree in Human Resources Management
Required Experience: At least 3 years’ recent relevant generalist and advisory HR
experience gained within a fast paced environment
Required: Excellent knowledge of current Tanzania employment legislation
Required: Experience of formulating, implementing and revising human resources policies &
procedures
Experience managing simultaneous recruitment campaigns
Previous experience of processing payroll
Confidential in all matters
Professional approach, coupled with strong interpersonal skills and commercial acumen.
Experience handling disciplinary investigations, hearings, appeals and grievance
Excellent planning, organizational and time management skills
Excellent verbal, written communication and presentation skills
==============
Position Title: Finance Officer Systems & Quality – Dar es Salaam (1 position) (Tanzania
Nationals Only)
Reports to: Finance Manager
Job Location: Dar es Salaam
Overall Job Function:
The Finance Officer you will develop and update financial reports and provide financial analysis.
You will also develop and implement financial policies, processes and procedures and provide
financial advice on relevant issues to program teams and service providers.
Specific Responsibilities and Duties:
Establishing effective internal controls to monitor data integrity and security.
Assisting in the monitoring and review of General Accounting systems (QuickBooks)
and processes.
Assisting in maintaining the integrity of financial and data systems by regularly
interrogating those systems through use of special purpose financial reports and on-line
enquiries and interacting with relevant users in ICAP Tanzania.
Identifying and implementing debt management systems and processes including
advances.
Conducting analysis of financial information providing timely and accurate financial
information for monthly management reporting.
Ensure monthly Balance sheet reconciliations and month end adjustments and
conducted timely.
Develop Finance diary and ensure the Finance reporting diary internally and externally
is observed.
Work with IT on development of New Mobile payment system that covers all the Field
offices and all other relevant modules to be adopted and Trainings are planned and
conducted, give hand on implementation, and be a key contact for support.
Enhance the efficiencies of finance activities, methodologies and environments,
working in partnership with IT and external resource as appropriate.
Supporting and educating data owners to drive improvement in the integrity of master
data and managing how data flows effectively between systems.
Ensure monthly budget review meetings action plans as communicated by DAF are
implemented in Finance and feedback is given back to DAF and Program specialist.
Optimize use of Maintenance of finance system (QuickBooks) data structures including
chart of accounts, customer and supplier accounts, user accounts, budget data etc.
Plan the month end reviews of Accounts at least 2 days prior to closing for review and
sign off by DAF and CD.
Point of Contact for Field offices Finance support and link with other Finance staff.
Required:
Bachelor degree in Business Administration- Finance/Accounting qualification on
modules of CPA (T) is an added advantage.
Five (5) years’ of relevant similar work experience in public/private sector working in
Finance with experience dealing with high volume of information processing and
Advanced excel skills.
Must be familiar with PEPFAR/USAID and other donors’ rules & regulations
Good writing and high analytical skills.
Excellence Quick book and training skills is need.
Application Instructions:
Qualified applicants should send their cover letter and CV by 08th June, 2018 via email to icapjobs-tanzania@columbia.edu,
mentioning in the subject line the Position Title and Job
Location. Only short listed applicants will be contacted. Please do NOT attach any certificates
when submitting online. ICAP is an equal opportunity employer; women are encouraged to apply.
We also encourage Tanzanians living and working abroad in the diaspora to apply.