Background:
Established in 1915 with Helen Keller as a founding trustee, Helen Keller International (HKI) works to save the sight and lives of the most vulnerable and disadvantaged. Headquartered in New York City, HKI currently conducts programs in 21 countries in Africa and Asia as well as in the United States. Renowned for its reliability, efficiency and high level of technical expertise, HKI promotes the development of sustainable, large-scale programs that deliver effective preventative and curative services for nutrition, maternal and child health, eye health and neglected tropical diseases.
Country Overview:
Established in 1984, the HKI-Tanzania office was the organization’s first in Africa set up to provide primary eye care services in central Tanzania. HKI has since expanded its role and currently works in partnership with the Ministry of Health, Community Development, Gender, Elderly and Children (MoH), local NGO’s, and other national and international development partners in the areas of nutrition and neglected tropical diseases (NTDs), particularly trachoma.
HKI Tanzania is seeking a Procurement and Administrative Officer to assist with general administrative and front-office tasks as well as procurement and importation of equipment and supplies for our programs.
01-Position Title: Procurement and Administrative Officer
Department: Operations
Duty Station: HKI Dar es Salaam Office
Reports to: Finance and Operations Managerj1
Direct reports: None
Duration: 21 months (through March 31, 2020)
Major Tasks and Activities:
Procurement
Ensure all procurement comply with HKI policies and procedures, ensuring correct usage of all forms
Ensuring the proper filing of all procurement documentations
Solicit quotations and bids as appropriate
Prepare services agreements for approval
Manage Watchdog Pro vetting process
Provide training to other staff on HKI procurement procedures
Manage suppliers’ contracts. Planning procurement activity on the basis of the expiry of contracts recorded on the suppliers/contracts database.RN2
Assist with physical inventory count is performed on an annual basis and that all equipment has an inventory number
Assist in Coordination of disposition of equipment following donor conditions and HKI policies and proceduresRN3
Assist to ensure proper management of any HKI stocks, carrying out spot checks of stores
Procuring goods and services as per HKI procurement policies and procedures
Assist the Finance and Administrative Assistant in general filing and front-office paperwork
Assist in the importation and disbursal of medical equipment and supplies by following procedures related to obtaining of import tax exemptions, TFDA import permits, and port-of-entry document requirements; and assisting in stock management and disbursal to partners
Conduct market research and update price lists in respect of relevant equipment and services
Undertake procurement activities such as advertisements, reviewing technical specifications for goods, drafting terms of reference for consulting services, preparing bid documents, providing necessary assistance and tools for conducting evaluation processes, etc.
Scope of the Position:
HKI Tanzania is seeking a Human Resource and Administrative Officer to assist with general Human resource and Administrative duties.
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02-Position Title: Human Resource and Administrative Officer
Department: Operations
Duty Station: HKI Head Office
Reports to: Finance and Operations Manager
Direct reports: None
Duration: 21 months (through March 31, 2020)
Major Tasks and Activities:
Human Resource
To ensure implementation of HR practices in accordance with staff handbook and guidance from Regional HR Manager.
Assist on timetabling orientation for new staff
Provide Administrative support to recruitment processes
Prepare staff contracts for approval
Ensure HR files are kept up to date, filling all necessary documents
Compile and file timesheets at the month end and prepare timesheet summary report and verify accuracy of timesheets for support staff
Provide support to Finance and operations Manager on completion of HR quarterly statistics report
Maintain tracking system for annual leave for all national staff and alert management of any issues concerning large unused balances or negative leave balance
Undertake other Human resources duties as assigned by Regional HR Manager and Finance Manager
Logistics & Vehicle management
Assist in Managing vehicle logbooks-control and filling, by ensuring thorough completion by drivers for each journey
Assist in Managing system to monitor and control fuel usage for vehicle and generators
Assist in ensuring paperwork for all vehicles is complete and up to date including registrations, insurance etc and ensure vehicles are appropriate maintained
Assist in Organizing logistics including booking of flights and hotel reservations, making arrangements for transportations, review of travel authorizations, documentations and payments.
Generator management
Office Administration
Ensure full compliance of all administrative activities with HKI regulations, policies, procedures and strategies
Manage projects supplies and office inventory, ensuring its kept up to date at all times with new additions and disposals
Undertake physical verifications of inventory items and report any discrepancies between physical count and inventory list
Follow up on all insurance renewals and issues
Liaise with vendors/suppliers as required to ensure adequate maintenance of office facility and insurance follow up
Front office management
Manage Petty Cash and perform other related finance duties as directed by Country Director
Finance
Assist Finance Officer on Bank Accounts reconciliations
Process participant payments and staff advances
Support the preparation of monthly management accounts
Maintain a coherent filing system to include procurement preparation and contract management, correspondence, claims, reports, inventory and Finance Filling
Assisting the Finance Manager and other members of the Finance Department as required. This may include for example: liaison with suppliers, partners and Council members in respect to invoice queries or payments
Understand the information security requirements for information accessed or processed in carrying out the duties of the role, treating the information with appropriate care and confidentiality
Support Finance team in any related finance activities if any
Undertake other procurement and finance related duties as required by the Country RN4 Directorj5
Qualifications:
Bachelor’s Degree / Diploma with a focus in procurement and finance or business
Strong communication skills, including interpersonal skills, as well as strong written and oral English, to fulfill the diverse technical and requirements
Computer Literate and Proficient in Microsoft Office including Microsoft Word, Excel, and Outlook; Familiarity in computerized accounting/finance systems (Oracle or QuickBooks) an advantage;RN6
Previous experience with international organizations, NGOs and other local development agencies an advantage
Ability to work well both independently and as part of a team
Ability to manage multiple tasks simultaneously
To Apply:
Qualified candidates should submit a cover letter and current CV to
Tz.recruitment@hki.org
noting the position title in the subject line. Applications will be accepted until
August 24th , 2018