Position: Policy & Compliance Officer
Agreement: Renewable contract
Reporting line: Reports to Managing Director
Vacant Post: 1
Work station: HQ Office, Morogoro Municipal,
Purpose / Role: With a direct report to the Managing Director’s office, the Policy & Compliance Officer will be responsible to monitor all operational processes or procedures using a compliance management system to ensure that all legal regulations and ethical standards are adhered to. S/he will be responsible for ensuring policies, and contractual and regulatory compliance withthe organization. S/he will work closely with the organization management heads i.e., Program and Finance to ensure that all project offices receive seamless and rigorous compliance support.The Policy & Compliance Officer will have a deep understanding of the rules and regulations of Tanzania as wellas the major US and European donors.
Recommended:
S/he will lead the design and implementation of initiatives to further develop the compliance expertise of all HACOCA’s project teams and other organization-based staff. S/he will oversee the compliance management through all steps in the organization’s operations. Her/his role will be pivotal for building and maintaining the culture in which employees are expected to do the right thing – not the fast thing.
Roles and Responsibilities
1. Compliance
- Responsible toensure that all statutory/ legal regulations and ethical standards by the organization, government authority, and donors are monitoredand followed.
- Reports and advise the organization through management on matters of government and donor compliance and quality assurance required for the organization;
- Acts as the central authority for all HACOCApolicies, rules, and regulations, advises the organization to ensure that all activities operate in a compliant fashion and that staffhas sufficient training and development in applicable contracting and compliance practice.
- Reviews and analyses incoming awards from donors, interpreting, clarifying, and specifying terms and conditions; and develops systems and processes to ensure compliance with and consistent application of donor rules and regulations.
- Manages all collaborativeagreements and other contractual engagements with our alliance partners.
- Works with the Head ofFinance, Programme,and project teams on effective operational start-up of new projects, including compliance reviews, a correct adaptation of standard operating procedures, provision of correct templates, procedures, and guidance/advice to program teams. Field visits where possible and necessary.
- Monitors, researches, and responds to donor and statutory requirements as they related to contractual compliance, risk management, and data transparency.
- Works closely with the finance and Administration Manager to develop and implement an effective internal compliance system.
- Prepares formal contract amendment requests to donors. Seeks necessary inputs from program and finance staff.
- Regularly evaluate and prepare general institutional compliance status reports and inform the management for action/ improvement
2. ProcurementManagement:
- Advises staff on donor requirements for procurements during the preparation of procurement documents and throughout the process. Controls the maintenance of internal records for all procurements.
- Leads the development of project procurement plans to ensure internal and donor compliance. Socialises plans with responsible staff.
- Leads the design and administration of large procurements of goods and services. Negotiates terms and conditions with vendors.
- Continuously reviews HACOCA’s policies and procedures to ensure they are up to date with best industry practices.
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3. Development:
- Advises the Resource mobilization teamon key considerations relating to donor compliance.
- Reviews narrative and budget proposals to prospective donors ensuring accurate, complete, and consistent submissions; compliance with donor requirements; appropriateness and sufficiency of budgets.
- Coordinate the review and development of policies in compliance with government and other international/ universal standards.
4. Training:
- Develop and facilitate effective compliance and ethics training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers.
- Provides regular training on organization, donor, and government statutory regulations to staff.
5. Other:
- Identify potential areas of compliance exposure/vulnerability and assist in the development of corrective action plans for the resolution of problematic issues.
- Actively administer and contributes to corporate-level risk management; monitoring and mitigationby periodic performing a risk assessment of existing procedures and practices.
- Other responsibilities at HACOCA as assigned by the Head of Finance and Administration.
- Participate in the investigations of any unethical practice if/where it arises within the organization.
- Make constant monitoring /follow up to the noncompliance matters raised internally or by external auditors to ensuring are timely resolved
Essential Qualifications, Knowledge, Skills & Experience:
- A bachelor’s degree in Accounting, Finance, Law, or in relation to the position.
- Candidates with CPA or ACCA qualification or equivalent.
- 1 – 2 years of previous work experience in Audit (external and/or internal) or Compliance.
- Have a depth capacity to interpret policies, procedures rules, and regulations and assist staff with their comprehension of these.
- Knowledge of all local legal requirements including registration, taxes, and local labor laws.
- Excellent communication and writing skills in English.
- Analytical, with an eye for detail and good interpersonal skills
- Organized, efficient, and timely, in managing assigned tasks
- Professional in appearance and mannerisms with exemplary ethical standards
- Experience working with international NGOs, local civil society organizations, government, and bilateral and multilateral donors in a multicultural, politically sensitive environment is an advantage.
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Position: Communication Officer (Intern)
Agreement: Fixed contract
Reporting line: Finance and Administration Manager
Vacant Post: 1
Work station: HQ Office, Morogoro Municipal,
Purpose / Role: This position requires an individual who is passionate about providing communication and technical support to the organization. The CO is primarily charged with knowledge synthesis and presentation; events communication; and management of the HACOCA website & social media platforms.
Additionally, the CO will – from time to time – consult staff and provide them with communications technical support. Successful applicants must be ready to work in Morogoro and as directed by the organization. Preference will be given to successful applicants based in the Morogoro region specifically in Morogoro Urban.
Roles and Tasks:
1. Knowledge synthesis and presentation duties:
- Simplify publications work into digestible summaries for community consumption and as required by our partners/ donors.
- Source/take photos and videos for illustrating publications as required by the organization for community consumption and as required by our partners/ donors.
- Design/present publications in appealing ways as required by the organization
- Compile reports of publications monthly, quarterly, bi-annually, and annually as required by the organization
- Supervise recording (in video mode) of publications and support the posting/sharing of the same in the organization’s internal and external channels.
2. Events communication duties:
- Provide support in planning, coordinating, and executing organization events as required.
- Liaise with the media, including maintaining contacts with them, and inviting them to events as required.
- Prepare information kits (with all the necessary materials in such as press releases, fact sheets, photos, & videos/video links) for official HACOCA events.
- Guide the media at events, including ensuring their logistics and meeting all their necessary needs such as fixing appointments for interviews with HACOCA staff and beneficiaries as required.
- Monitor the media after events and compile reports (including clips and links to coverage of the event) monthly, quarterly, bi-annually, and annually as required
3. Website & social media platform duties
- Provide coverage of HACOCA events on the organization’s website & social media channels as required.
- Compose website & social media messages for different kinds of audiences as required by the organization and international standards.
- Take/source photos and videos for website & social media messages as required by the organization
- Design/present messages in appealing ways as required by the organization and professional standards
- Compile reports on website & social media monthly, quarterly, bi-annually, and annually as required by the organization and professional standards
4. Other
- Assist the organization in the development and implementation of the Communication Strategy and its relevant guidelines and tools.
- Provide support in advancing Institutional communication/branding objectives as per HACOCA strategy and operational plans as developed and revised from time to time.
- Perform any other duties as assigned by the supervisor.
Essential Qualifications, Knowledge, Skills & Experience
- Bachelor in any of these fields: Mass Communication, Journalism, and Public Relations will be perfect for the roles outlined.
- The position requires someone with a mixed skill set i.e., corporate communications, journalism, and Public Relationships.
- 1-2 years of previous experience in successfully accomplishing similar duties.
- Writing, editing, and basic graphics skills are essential and will be strictly checked and tested.
- Those who previously successfully held a similar position or duties in an NGO, company, or government will have added advantage.
- Fluent in the English and Swahili Languages.
- Excellent interpersonal skills.
- Result oriented
- Organized, time-conscious, and ability to deliver even under tight deadlines.
- Professional attitude with the highest level of integrity and ethics.
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Position: Finance and Administration Manager
Agreement: Renewablecontract
Reporting line: Reports to Managing Director
Vacant Post: 1
Work station: HQ Office, Morogoro Municipal,
Purpose / Role: The purpose of the position is to ensure the organization’s financial viability. The finance and Administration manager (FAM) plays a crucial role in providing high-quality financial management information necessary to support an effective organizational operation. Specific responsibilities include; assessment of financial needs and cash flow requirements, financial planning (inc. budget preparation and submissions), contract management, payroll management (when necessary), financial reporting, and audit. In addition, s/he will need to identify and resolve any financial management problems which may arise, facilitate the involvement of HACOCA Members in the development and funding of projects, and provide appropriate training in financial policies and procedures for organization personnel.
Responsibilities and Tasks
1. General Management and Leadership
- Liaise with bilateral and multilateral donors on all aspects of financial management
- Develop a plan for on-the-job training for project managers in financial procedures and educate all team members on financial responsibilities
- Discuss with the Managing Director the structure of the finance team
- Assist the Managing Director and field management in the development of a disaster response strategy
- Identify problems and develop solutions for best financial practice
- Provide proper supervision, training, guidance, and mentoring to ensure a smooth management transition
2. Administration
- In consultation with the Human Resource Manager develop finance department staff plans, where needed
- Assist in the writing of job descriptions for financial positions and selection of suitable applicants, where needed
- Assist administration staff in the establishment of procurement procedures and expenditure authorizations
- Ensure accurate, timely, and correct payment of all taxes in compliance with the regulations set out by the Tanzania Revenue Authority, NGO Act, and the Finance Act.
- Keep up to date with all Tanzanian tax requirements and ensure the organization follows all statutory obligations such as NSSF, PAYE, and various taxes.
- Oversee the general performance of the organization on issues related to finance and administration and report back to the Director the progress
3. Financial Management
- Set up and maintenance of organization finance and development of procedures for tracking income/expenditure in accordance with HACOCA policy
- Supervise the preparation of allocations of funding and budgeting of planned expenses
- Manage all creditor and debtor tracking systems.
- Communicate budgets and spending authorizations to the Managing Director and governing body.
- Establish banking arrangements and maintain liaison with principal bankers. Develop a plan to minimize exposure to currency gains and losses
- In consultation with the Human Resource Manager establish a payroll structure for organization staff, where necessary
- Manage the day-to-day functioning of the finance section, including cash disbursements, cash receipts, etc
- Establish an effective filing system that can provide easy access to information and proper documentation of all financial requirement
- Ensure all typical donor requirements for documentation of expenditures are met to facilitate attribution of expenses to donors when funding is obtained
- Review and assist with the preparation of the financial data to be audited by the appointed auditors.
- Define and produce financial reports on the utilization of funding and assist senior management in the decision-making process
- Protect HACOCA assets through maintenance of the asset register, internal control, and audit procedures.
- Determine which expenditures can be attributed to contributing donors based on their acceptance of proposals and normal regulations to minimize remaining expenditures not attributed to any donor
- Ensure timely reporting to the board, management, program team, donors, and legal authorities.
4. Program Development and Planning
- Assist the Managing Director and other senior management in the development and drafting of project proposals, preparation of mission operating plans/budget
- Assist in the identification of potential funding sources and ensure unit/project managers formulate project budget submissions and subsequent revisions in accordance with donor guidelines
- Support the involvement of all interested HACOCA members in the planning, development, and funding of projects in which they have an interest.
5. Project Management and Implementation
- Collate/analyze and report on actual and planned monthly expenditures, interpret and communicate with field managers, advise of variance against approved budgets, and make recommendations for corrective action.
- Conduct field travel to the unit/project offices as necessary to review financial procedures and assist managers in their needs.
- Coordinate, supervise, and prepare all financial statements/reports to donors and relevant counterparts to ensure compliance with contractual and legal requirements
- Assist in establishing and maintaining commodity inventory management systems and control procedures.
Essential Qualifications, Knowledge, Skills & Experience:
- Bachelor’s degree in finance, Accounting, or Business Administration.
- Professional certification such as CPA or ACCA
- Minimum of five years of experience in finance and accounting discipline of which two years should have served in a senior position preferably in a non-governmental organization.
- Extensive experience in proposal writing and budget preparation
- Experience in strategic and program planning processes
- Understanding of multi and bilateral donor policies and procedures
- Proven numeracy and financial analysis/planning skills
- Ability to use the financial system to track accounting and financial transactions preferably QuickBooks is required.
- Good experience in staff management.
- Good knowledge of labor laws and the employment market.
- Good knowledge of tax laws, accounting policies, and principles.
- Awareness of NGO governing laws.
- Ability to work under pressure, independently, and within the team.
- Fluency in both written and spoken English and Kiswahili.
- Very good computer skills, especially with Microsoft Office (Excel, Word) and accounting systems
HOW TO APPLY
Candidates must submit a succinct cover letter of no more than 2 pagesexplaining how they satisfy the requirements of the roles and responsibilities and person speciation in addition to a CV highlighting relevant experience. The successful candidate will also be asked to provide three professional referees, one of whom must be from their most recent employer.
The closing date for application is 16:00 on 25th February 2023. All qualified candidates are to send their fully filled Applications including cover letters, academic certificates (copies), and detailed CVs to vacancies@hacoca.or.tz. Your email title should contain the Full name of the applicant and the position applied.
Application Address:
Human and Resource Manager
Huruma Aids Concern and Care (HACOCA)
U/Taifa ward, Ukutu street, Opp. Sabasabagrounds, Plot 14k2,Morogoro Urban.
P.O. BOX 1094,
Morogoro Region.
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NOTE: It is the policy of HACOCA;
- Not to discriminate against any applicant of employment, or any employee because of age, color, sex, disability, national origin, race, religion, or veteran status.
- To believe in gender equality in all aspects of operations i.e., to beneficiaries, volunteers, and co-workers, thereby giving both men and women equal opportunity to shape the organization and its work.
- To maintain a caring and protective environment for children. HACOCA opposes all forms of child abuse (including physical, sexual, emotional, and neglect), discrimination, exploitation, and manipulation of children as pointed out in Tanzania’s Child Act of 2009.
- Not to stigmatize and discriminate against its co-workers, and or beneficiaries/ clients regardless of their health status, gender, race, ethnic background, culture, (dis)ability, sexual orientation, age, religion, or socio-economic status.
