ICAP is now seeking to employ highly competent and dynamic individuals to fill the below positions for the FIKIA project:
JOB TITLE: Service Agreement Assistant (1 vacancy)
Job Summary
ICAP is actively lookig for a highly decorated Service Agreement Assistant
Job Description
Reports to : Procurement, Logistics and Sub grants Manager
Travel : Up to 40% in intervention region
Overall Job Function:
The Service Agreement Assistant will provide efficient and effective service agreement support to operational and program staff at ICAP central and Regional Offices, ensuring that service agreements are prepared according to USG and Columbia University requirements. The Service Agreement Assistant will assist operations and program staff to monitor service agreement performance and ensure maximum utilization of funds available and the avoidance or disallowed costs and under spends. The Service Agreement Assistant will ensure service providers adhere to donor regulations.
Specific Responsibilities and Duties:
1) Ensure the administration and financial policies and procedures for the service agreement which includes; manuals, user guides and templates are adapted and compliant with USG and Columbia University requirements.
2) Assist to develop service agreements with various service providers.
3) Maintain effective records of all FIKIA grant activity (current projects, applications, donors, reporting timeframes and transfer schedules) via a regularly updated database.
4) Assist in provision of technical support to service providers to improve Administrative and financial systems by using ICAP – Colombia University Management tools and general Management of funds procedures.
5) Conduct field supportive visits to monitor service agreements eg. RHMTs, CHMTs and other service providers.
6) Assist in ensuring consistent application of ICAP Financial and Administration polices/Standards, as well as USG and Columbia University rules and regulations.
7) Assist and support service providers in providing their reports accurately and on time.
8) Assist with preparation of trainings related with financial management for new service providers and staff and perform project financial reviews.
9) Assist in provision of procedures for service providers closing by making sure that all steps and regulations are followed properly.
10) Ensure communication from subs with supervisors is done efficiently.
11) Perform any other duties as assigned by the supervisor.
Required Qualification, Knowledge and Skills:
1) Required Education: Bachelor’s degree in Accounting and finance, Business Administration or related field.
2) Required Experience: Minimum of 2 years’ experience in supporting finance, sub grants and service agreement.
3) Demonstrated experience of managing projects and project accounting processes, involving more than one partner to strict funding criteria and on the ground outcomes.
4) Experience in budgeting, monitoring expenditure, preparing financial reports, reconciling project accounts.
5) Self-motivated and able to work independently as well as in a team.
6) Verbal communications and inter-personal skills including the ability to communicate clearly and assertively with a wide range of people from different cultures.
7) Able to communicate technical issues to non-technical colleagues.
8) High level of competency with spreadsheets, database and accountancy based IT.
9) Writing, reporting and editing skills including the ability to present information in a coherent manner.
10) Work as part of a multi-national team and to manage and develop relationships both internally and externally.
11) Knowledge of international donor funding environment, including reporting requirements, trends, procedures and priorities.
JOB TITLE: Contract and Compliance Assistant (1 vacancy)
Job Description
Reports to : Procurement, Logistics and Sub grants Manager
Travel : Up to 40% in intervention region
Overall Job Function:
The Contract and Compliance Assistant will provide efficient and effective contract compliance support to operational and program staff at ICAP Central and Regional Offices, ensuring that narrative and financial reports are prepared according to donor, requirements, that projects are properly budgeted for and reported on, that funds are called forward and transferred in timely fashion, and that contractual requirements are met. The Contract and Compliance Assistant will assist operations and program staff to monitor performance and ensure maximum utilization of funds available and the avoidance or disallowed costs and under spends. The Contract and Compliance Assistant should ensure that donor regulations are fully adhering to internal quality standards and that the requirements in our various grant contracts and projects are met.
Specific Responsibilities and Duties:
General Responsibilities
1) Keep up to date donor reporting requirements and communicate changes to program staff/regional/country offices as appropriate.
2) Monitor grant contracts and ensure full compliance with donor requirements. This includes building positive relations with donors and program staff; to ensure that accurate reports are submitted timely.
3) Keep and maintain good relationships with key contacts and support ICAP Central and regional staff in liaison with donors on specific financial, contractual and reporting issues.
Contract and Compliance Management
1) As needed, assist the finance and program staff in the development of budgets, contract negotiations, review of contracts and contract reporting/analysis.
2) Review project budgets, incorporating central costs and ensuring presentation in donor format and that they meet donor requirements.
3) Ensure correct sign off is obtained prior to submission of proposals or acceptance of contracts and provide all supporting documentation needed.
4) Maintain effective records of all FIKIA grant activity (current projects, applications, donors, report time frames and transfer schedules) via a regularly updated database.
5) Support the Procurement, logistics and sub grants Manager in drawing up Memorandum of Understanding, agreeing internal roles and responsibilities for each contract, defining responsibilities for monitoring, reporting, donor liaison, compliance, financial management, evaluation and audit process
6) Ensure that all contract information is accurate, appropriately filed, current and available to all who use it.
7) Make operational and programmatic staff aware of contract requirements and monitor compliance closely working with FIKIA communications and program teams to ensure that donor visibility requirements are met.
8) Ensure all Grants’ financial and contract issues are properly completed at the close out of contracts.
9) Manage the Management Information Systems and Tools.
10) Ensure systems are in place to gather all information required to meet internal and external contract conditions and coordinate regularly with relevant regional/country offices in relation to grant contracts, ensuring that information flow is timely and appropriate actions are taken as needed.
11)Review and obtain contract amendments in liaison with the regional/thematic lead person.
12) Assist in the development of program financial, implementation, monitoring, evaluation tools, and support FIKIA program staff in their effective use.
13) Ensure that information systems interface effectively with finance, operations and other central services.
14)Conduct Project reviews and Audits.
15) Assist in the preparation of external project reviews and project audits, responding to queries and to advise managers at all levels on appropriate steps to take to achieve compliance and meet agreed standards.
16)Regularly update Procurement, logistics and Sub grants Manager to ensure that all issues of non-compliance are raised with the relevant senior manager.
17) Perform any other duties as assigned by the supervisor.
Required Qualification, Knowledge and skills:
1) Required Education: Bachelors’ Degree from a recognized University preferably in Finance/Accounting or Economics. MBA will be an added advantage.
2) Required Experience: Minimum of 3 years’ experience on Contract management, Risks and compliance, subs and service agreement.
3) Membership to professional bodies like Institute of Internal Auditors, Institute of Fraud Examiners, National Board of Accountants and Auditors (NBAA) and must have a CPA.
4) Demonstrated experience of managing projects and project accounting processes, involving more than one partner to strict funding criteria and on the ground outcomes.
5) Significant experience of budgeting, monitoring expenditure, preparing financial reports, reconciling project accounts
6) Self-motivated and able to work alone, whilst also good as working as part of a team.
7) Able to manage large portfolio/heavy workload and to deal with competing demands from various quarters.
8) Verbal communications and inter-personal skills including the ability to communicate clearly and assertively with a wide range of people from different cultures.
9) Good analytical skills and ability to deal with large quantities of financial data.
10) Influencing and negotiation skills including the ability to represent FIKIA Project in external meetings.
11) Writing, reporting and editing skills including the ability to present information in a coherent manner.
12) Work as part of a multi-national team and to manage and develop relationships both internally and externally.
JOB TITLE: Field Officer (1 Vacancy)
Job Description
Reports to : Project Coordinator
Supervises : Field Assistants
Travel : Up to 70% in intervention regions
Overall Job Function:
The Field Officer is responsible to manage the day-to-day field implementation of a community-based HIV prevention program targeting key and vulnerable populations (KVP). One of the primary roles will be to coordinate and supervise community-based HIV services for target beneficiaries. The Field Officer will work closely with the Project Coordinator and be the primary liaison with healthcare service providers from health facilities.
Specific Responsibilities and Duties:
1) Develop a work plan for day-to-day program implementation at the district level including supervision of field activities
2) Ensure community-based testing activities are implemented day-to-day according to the work plan, and facilitate coordination of logistics as needed
3) Supervise the delivery of field-based HIV prevention services to beneficiaries by community outreach volunteers, including scheduling and implementing day and night mobile outreach campaigns.
4) Support HIV testing and pre- and post-test counselling with beneficiaries, and facilitate referrals for HIV positive clients.
5) Mentor and supervise peer outreach volunteers regularly and frequently during outreach sessions and lead weekly outreach volunteer meetings and capacitate Field Assistants in their supervision of outreach volunteers
6) Ensure adequate supplies of commodities and tools to outreach volunteers and healthcare workers
7) Organize healthcare workers who are engaged from health facilities to provide services in mobile/community-based activities via on-site supportive supervision and mentoring.
8) Support the identification/screening, recruitment, and training of community outreach volunteers from peer groups to implement the outreach services.
9) Regularly conduct routine mapping/re-mapping of hot spots and size estimation where targeted populations are found.
10) Participate in the training/orientation of healthcare workers in the selected health facilities on the community-based program.
11) Perform any other duties as assigned by the supervisor.
Required Qualification, Knowledge and skills:
1) Required Education: Medically trained personnel (nurse, clinical officer, laboratory technician, MD, etc) who have current qualifications and training in phlebotomy and HIV testing duties.
2) Required Experience: Minimum of 3 years’ experience providing HIV testing and counselling services including at least one year experience supervising other staff, with
demonstrated familiarity with MOH systems, tools and procedures for HIV testing and care management.
3) Preference given to those who have additional experience with community-based HIV programs targeting KVP.
4) Excellent speaking, reading, and writing skills in English and Kiswahili
5) Excellent computer skills, at minimum with Microsoft Office packages.
6) Ability to maintain confidentiality regarding clients’ health status and sensitive information contained in data sources.
7) Flexibility to work after normal working hours and weekends at informal gatherings and entertainment centers and travel extensively to remote areas, including islands.
8) Ability to interact well with all targeted groups and peer outreach workers by facilitating a non-judgmental, non-discriminatory, and non-stigmatizing environment in the program, to welcome all key and vulnerable population beneficiaries regardless of their background.
9) Must be a Tanzanian Citizen: preference given to candidates already living in the job location region.
JOB TITLE: Data Officer (1 Vacancy)-Geita
Job Description
Reports to : Project Coordinator
Travel : Up to 70% in intervention districts
Overall Job Function:
The Data Officer is responsible for managing at the regional level all data entry and database-related tasks and queries; reporting regional data to central teams; and developing data analysis presentations for the region. The Data Officer’s responsibilities include electronic data entry and cleaning of the paper forms from field activities, as well as follow-up with health facility registries for referral and linkage tracing and verification, and supportive supervision to outreach workers on M&E issues. S/he will work closely with the other members of the program and M&E teams.
Specific Responsibilities and Duties:
1) Ensure timely and complete data entry from paper based sources to electronic sources.
2) Review completed paper based tools and compare electronic data entries with source documents on a regular basis to verify accuracy of data and make corrections as needed.
3) Track referral forms and conduct verification with registers and databases at facilities to verify completed referrals and linkage outcomes.
4) Lead generation of queries and ensure completion of data cleaning activities.
5) Fix any errors and problems observed in the database, and report any hardware/software malfunctions to central team as needed.
6) Lead in training new outreach workers on data collection tools, including referrals, reporting and database.
7) Develop all monthly, quarterly, and other reports on all indicators for submission and review to central team.
8) Develop data analysis presentations and progress tracking at regional level.
9) Ensure all team members maintain security of data tools at all times, including protecting the confidentiality of records and data.
10) Perform any other duties as assigned by supervisor.
Required Qualifications, Knowledge and Skills:
1) Required Education: Degree, Advanced Diploma or Certificate in data management, computer science, monitoring & evaluation, statistics, or related field.
2) Required Experience: Minimum of 3 years’ experience with electronic data entry and cleaning with HIV/AIDS programs including at least one-year experience supervising other staff.
3) Preferred experience with programming language and database design and development.
4) Demonstrated familiarity with MOHCDGEC/PEPFAR data systems including DHIS and DATIM.
5) Excellent speaking, reading, and writing skills in English and Kiswahili.
6) Excellent computer skills, at minimum with Microsoft Office package including Word, Excel, Powerpoint, and Access.
7) Ability to maintain confidentiality regarding clients’ health status and sensitive information contained in data sources.
8) Flexibility to work after normal working hours and weekends at informal gatherings and entertainment centers and travel extensively to remote areas, including islands
9) Ability to interact well with all targeted groups and peer outreach workers by facilitating a non-judgmental, non-discriminatory, and non-stigmatizing environment in the program, to welcome all key and vulnerable population beneficiaries regardless of their background.
10) Must be a Tanzanian Citizen: preference given to candidates already living in the job location region.
JOB TITLE: Data Manager (1 vacancy)
Job Description
Overall Job Function:
The Data Manager will be responsible to design, develop and update databases and implement high-standard data management systems including data analysis; build staff capacity of ICAP and stakeholders at Central office, Regional offices and health facility levels including RHMTs and CHMTs.
Specific Responsibilities and Duties:
1) Lead in design, update and maintain central and regional databases.
2) Lead in aggregating databases.
3) Adapt and implement ICAP database in collaboration with regional data managers including:
a) Design and develop data models and database architecture;
b) Construct, install and test the database system;
c) Write manuals and explain database’s function ;
d) Consult with others to assess the database system performance and make modifications as required and
e) Modify existing databases and find faults, as user needs change.
4) Coordinate and support development of other databases and build capacity of regional data managers, as needed.
5) Train and supervise M&E teams in new database systems to ensure timely data entry, cleaning on a routine basis, generation of data queries and routine progress reports.
6) Participate on timely reporting of quality national quarterly and OGAC semi-annual and annual reports on all supported program areas.
7) Develop and respond to queries related to data analysis.
8) Help to develop or refine M&E materials including patient tracking tools, medication tracking forms, program indicators and data management systems.
9) Coordinate and ensure use of tracking tools on monthly basis.
10) Provide technical assistance to ICAP Tanzania supported health care facilities including review of performance and quality of service delivery, assessment of M&E strategies, implementation and evaluation of patient tracking and data management systems.
11) Provide technical support in the process of data quality assurances (DQA, Data Audit) and data cleaning, ensuring that data generated is of high quality.
12) At central level, give technical support in the processes of data cleaning, data summarization analyses and submission on agreed timelines.
13) Support data transfers to donors and MOHSW-NACP.
14) Update ICAP Tanzania master slide sets and master narrative excel sheet.
15) In collaboration with the Regional Data Officers, train and supervise Facility Data Clerks to ensure timely data entry, cleaning on a routine basis, generation of data queries and routine progress reports.
16) Oversee the rollout of ICAP technological initiatives in data capture and analysis supervise all the processes of linking with MOHSW –NACP to keep flow of data.
17) Perform any other related duties as assigned by the Supervisor from time to time.
Required Qualifications, Knowledge and Skills:
Required Education: Degree in Information Technology, Computer Science, Health Information Systems or related field.
Required Experience: Minimum of 3 years’ relevant experience in similar position.Strong capability in database development and management using MS Access, MySQL and statistical analysis programs packages e.g. stata, SPSS.
Familiarity with different programming languages e.g.Vb.net, HTML, CSS, OOP.
Familiarity with the health information systems.
Capable of independently implementing the duties described above.
Good facilitation skills.Committed and team player.
Fluent communication in both Kiswahili and English.
Application Instructions:
Qualified applicants should send their cover letter and CV by 4th November 2019 via email to:
[email protected], mentioning in the subject line the Position Title.Only short listedapplicants will be contacted.
Please DO NOT attach any certificates when submitting online. ICAP is an equal opportunity employer; women are encouraged to apply.
