New Jobs at African Initiatives for Relief and Development (AIRD)

JOB ADVERT (Finance & Admin./HR Coordinator – AIRD, Tanzania Program)

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

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(AIRD does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and
discrimination. Selected candidates will, therefore, undergo background checks)

AIRD _ Tanzania Program is seeking for qualified national personnel for the position below;

Job Description: Finance &Admin./HR Coordinator – Tanzania Program

Reporting to: Country Program Director (CPD) or OIC during his/her absence

The Finance &Admin./HR Coordinator will be responsible for:

Overseeing the finance, administrative and personnel management (budget management/monitoring, timely reporting to donor(s) and AIRD Management at HQ, timely staff recruitment); internal/external audits & verification focal point; enforcing strict application and compliance to AIRD’s SOPs and donor’s signed agreements; enhancing Internal Control in the day to day workings; supporting project implementation & diversification….

General Duties

Manage the program budget(s) to ensure they are well captured in the accounting system to facilitate expenditure control.
Review records on bank & cash books posting for the entire Country Program; adopt adequate controls over cash and bank transactions to minimize the risk of misappropriation; perform errors sheet reports as a feedback mechanism on the day to day transactions by the respective cash and bank accounts officers.
Closely monitor budget balances and timely update CPD on the level of expenditures (monthly BVA) for appropriate actions; supporting in the budget revisions to be prepared and concluded with donors.
Ensure provision of, awareness and practical advice to all staff on the AIRD HR policies and procedures, and their adherence to them
Monthly Payrolls reconciliation and review prior to CPD’s approval.
Overall administration of service contracts (security, Internet, repair & maintenance of premises,…) for adequate performance and deserved payments.
Provide an oversight to all staff under your direct supervision (Snr Accountant, Snr HR Officer, Admin./Secretary) at the Country Office Kasulu/Mubondo.

Primary Duties

Finance

Prepare and submit monthly financial management statements by 10^th of every month (BVA & Funds Balance Report) for timely update to management (Country & Head Office);
review/approve monthly bank reconciliations and evidencing cash count certificates (checks and balances); conducting regularly surprise cash counts.
Conduct field visits to project sites and offices,
Prepare quarterly donor’s financial reports (PFR and its annexes);
Review expenditures against approved budgets for adequate budget lines allocation.
Monitor budget utilization against future commitments and alert CPD of areas where budgets may be exceeded.
Regularly updating the accounting system (QuickBooks/ERP) in line with subsequent budget revisions, on a timely basis. Similarly the chart of accounts is timely updated to meet the need for correctness of all postings.
Reviewing Payroll processing in QuickBooks/ERP such salary budget lines are updated and monitor per individual. Ensure that staff statutory deductions are correctly computed and paid to the relevant Statutory Authorities timely as required by the law.
Attend to Internal/External audits and make available all records required by the auditors and assist them through the audit process so auditors can express their independent opinion on the status of AIRD operations.
Keep the accounts up to date and accurate at all times and Prepare end – of – month financial statements and bank reconciliations.
Close follow up on accounts payable/receivable and ensure their prompt liquidation.
Ensure all financial documents are on file and bear the correct references and budget coding.

Organise and participate in staff recruitment throughout the process of vacancy identification, advertisement, candidate selection, contracting, induction and orientation in liaison with line managers.
Be responsible for the orientation of new staff, and the ensuring of all staff training programs
Provide support to staff, guide on and monitor the performance management system
Coordinate clearance of staff separating from the organization including exit interviews and final dues payments
Ensure maintenance of an effective, efficient and up to date staff records and filing system including contracts, leave, medical, awards, discipline, archiving, etc
Maintain and keep track of leave records and balances of all staff.
Support in the development of JD’s ensuring standardization and compliance with organizational structure.
Ensure on time processing of the monthly payroll
In consultation with the Country Program Director, provide technical input and be the focal point in addressing employee relations issues including staff grievances* disciplinary measures, PSEA etc, etc.
Plan and advise on the staff performance management system calendar and content. Administration
Line Manager Support Staff
Ensure the effective operation of the office – ensuring proper office processes and procedures.
Ensure proper utility management.

Required Languages

Must be fluent in English (written and spoken)

Minimum Qualifications

Master’s degree in a relevant field.
A recognized professional designation in Accounting or Internal Auditing (ACCA, CPA, CFA,…) is an added advantage.
Minimum 7 years’ experience working in Finance and Accounting. HR Qualification will be an added advantage.
Proven experience with audits; reporting skills: timely Financial and donor(s) reporting.
Proficiency in the use QuickBooks and ERP Accounting Software
Perfectly acquainted with taxations laws, conversant with Tanzania Revenue Authority rules & regulations,
People oriented and results driven
Demonstrated ability to prioritize tasks and work well under pressure and deadlines.
Experience working with international development partners, international non-governmental organizations (INGOs) and donors (in particular UNHCR experience) is an asset.

To be successful you will also:

Have passion for AIRD’s mission and a strong desire to impact a dynamic non-profit organization;
Be proactive, set to achieve results and creates positive change;
Have a very high level of personal and professional integrity and trustworthiness;
Embrace diversity and a commitment to collaboration

How to apply

Qualified/lnterested persons may send Cover Letter, CV and copies of Academic Certificates to Country Programme Director African Initiatives for Relief and Development (AIRD)

P.0 Box 428,

Kasulu . Kigoma Regional.

(with mention: application to the Position of Finance & Admin./HR Coordinator).

Applications can be submitted to our offices allocated area AIRD country office- Kasulu

Siatuated atMubondo Area, Nearby Mubondo Secondoary school Kanazi

or by e-mail address as follow; hr.tz@airdinternational.org

Deadline for submission: 5^th March 2024.

Only shortlisted applicants shall be contacted. Should you not be contacted after a month, following the submission deadline, please consider your application unsuccessful

NOTE: The African Initiatives for Relief and Development(AIRD- Tanzania Program) DO NOT have any agent and DO NOT charge any fees to the interested candidates. Kindly not that only shortlisted applicants will be

JOB ADVERT (AIRD Logistics Coordinator-AIRD, Tanzania Program)

AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

(AIRD does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and

discrimination. Selected candidates will, therefore, undergo background checks)

AIRD _ Tanzania Program is seeking for qualified national personnel for the position below;

Job Description: AIRD Logistics Coordinator – AIRD, Tanzania Program

Reporting to: Operations Manager/Head of office or directly to the Country program Director,

The AIRD Logistics Coordinator will be responsible for:

The overall responsibilities of the Logistics Coordinator are to oversee the logistics and supply chain activities of the Kasulu Logistics Base at the Country Office and in the camps.

General Duties

Ensure that accurate and up-to-date information of the host Government and partners is disseminated to the Country Operations manager/County Program Director, (CPD)
Ensures timely and accurate Logistics Weekly and monthly Statistics Reports are submitted to the Donor.
Ensures that effective organizational relationships and networks with public, private and NGO partners is promoted; liaise with host Government/Donor and other lead agency representatives within the camps.
Establishes and maintains effective communications with Donor and other lead agencies regarding the

Country Office Logistics activities, Staffing and financial related matters in consultation with the Country Program Director.

Ensure that all staff understand the Logistics SOPs and ensure that its fully implemented within the Kasulu operations.
Endeavors to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the region is consistent with AIRD’s mission, vision and values and protects AIRD’s interests and assets.

Maintains regular and transparent communication with Operation Manager/Sub Office officer and CPD in a spirit of shared successes and joint problem solving.
Participate actively in preparing project proposals and budgets for the Kasulu Country Office.
Ensure safety & Security and advice management accordingly, contacting UNHCR FSA for and updates.

With regard to Transport, the Logistics Coordinator shall be responsible for:

Recommending service intervals for each vehicle and adhered to it.
Maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client.
That all operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
That vehicles move only with official permission, and only with persons authorized by management. That vehicle movement is controlled to produce effective and timely delivery of services to the client and beneficiaries.
That road license on all Country Office vehicles is renewed timely, and that updated documents are carried in each vehicle.
That third-party insurance is affected timely, and that documents are maintained in each vehicle.
That drivers comply with the laws of the country they are operating in at all times, and at all times act with courtesy, good manners and appropriate respect.
That fuel for each vehicle is monitored, recorded and accurate reports submitted timely as required.
That a log book, updated for every journey, is kept in each vehicle and regularly scrutinized for accuracy and legibility.
That a regular monthly check is made with the national authority for street parking for any project vehicles with outstanding claims. That a driver incurring penalty charges pay them before submission of payroll.
Make sure that drivers are properly informed of any new legislation, local bye-laws, project guidelines and other information relevant to their duties timely and effectively.
That drivers and driver’s assistants are regularly assessed and mentored in their duties, health and behavior, and that recommendation are made to management without delay.
That driver’s licenses are checked regularly, and any driver found with an expiring license is warned immediately, and appropriate follow-up action taken.
Acceptable standards of monitoring, evaluation and reporting on the transport sector are developed, maintained and recommendations made to management timely and effectively.

With regard to the Workshop, the Logistics Coordinator shall be responsible for:

Supervise, coach, support and lead all mechanical workshops in the country of operation.
Supervise the activities of all the chief mechanics / work shop foreman including the chief mechanics.
Organize an efficient and transparent spare parts supply chain and management.
Set-up and organize the workshop with staff clearly defined roles, responsibilities and objectives according to workshop activity level.

Ensure that the standard workshop and spare part management procedures and ensure it is properly implemented in all levels.
Take appropriate actions to improve workshop performance in accordance with expected results and available means / Mobilize external support and expertise if required.
Provide partners and management a technical advice and solutions to improve the performance of the workshop and contribute to the achievement of goals.
Ensure that all assets, vehicles and infrastructures are in good condition and secured
Keep up-dated the workshop inventory list for all equipments and spare parts. Conduct monthly inventory jointly with Partner Supply Officers.
Contribute actively to the establishment of the operational budget.
Engage, per delegation of the management, funds allocated to the workshop / follow-up all local purchases related to workshop management
Establish project reporting and information system to collect workshop relevant and transparent information on time/ Make sure that workshop & material management system is in place and utilized correctly
Produce and submit to the management Workshop Monthly Monitoring Report including relevant analysis.
Establish permanent working relations / coordination with partner logistic officer / other managers.
Establish working relations / networking with other workshop managers at regional level to facilitate exchanges of experiences, synergies and integrated approaches.
Represent the workshop activity / the organization toward partner, local administration or missions (under the cover of the Operation Manager).
Ensure a transparent cost utilization and budget management for funds allocated to the workshop.
Produce monthly monitoring reports and contribute actively to the production of contractual narrative and financial reports / other specific reports.
Plan service intervals for each vehicle are adhered to and share the plan with Partner supply section and the implementing partners for the proper execution and follow up.
Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client.
Ensure that all operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
Ensure, during repair service, that a log book, updated every journey, is kept in each vehicle and regularly scrutinized for accuracy and legibility. This includes verifying if all service periods are reflected on the log book.
Ensure that all workshop staff are provided with appropriate protective clothing, and wear it when performing potentially their tasks.
Produce monthly repair cost for all assets that are maintained and repaired in the AIRD managed workshop in the country and forward this report to supervisor.
Any other task as directed by management.

With regard to the Fuel Management, the Logistics Coordinator shall be responsible for:

With regard to warehouse and fuel management, the Logistics Coordinator shall be responsible for:

Monitor Kasulu warehouse items and ensure their proper distribution
Monitor the fuel distribution and ensure it is properly accounted for
Report to management any issues that partners may communicate with regard to the operation of AIRD in the country for timely action

With regard to Logistics for Voluntary repatriation Activities, the Logistics Coordinator shall be responsible for:

For Cross Boarder Coordination between AIRD Tanzania and AIRD Burundi as well as with UNHCR teams at both sides.
Assess all logistical needs for the convoys in Tanzania and arrange for the required buses and trucks for transportation of PoCs and their luggage.
Ensure smooth coordination of all teams and sectors in participation.
Ensure all project trucks involved in Vol Rep are in good and sound condition fit for the road at all times and getting timely maintenance

With regard to project management, the Logistics Coordinator shall be responsible for:

Being an active informed and leading member of the Kasulu Office management team by contributing to the discussion on budget formulation, staff issues, reporting formats and other issues of common concern.
Ensure that suggestions from all sectors, backed up by quotations and calculations, are prepared in time for budget discussions.
Ensure that the required report data for the partner is made available in order that all reports are submitted accurately and (on) in time.
Ensure that management is made aware of any issues that partner may have communicated with regard to the operation of AIRD in the country, so that timely action may be taken.
Ensuring that the Country Operations Manager/Sub Office Officer and CPD have timely & accurate information regarding all Logistics activities under the Kasulu Office.

With regard to interpersonal skill and team building, the Logistics Coordinator shall be responsible to:

Take all necessary measures to motivate staffs and build strong team spirit at all levels.
Develop and maintain good relationships with all partners and potential donors in the area of operation.
Participate in preparation all Logistics Sectoral planning meeting.
Assist the Operations Manager build a strong and functional participatory management team.
Give support to Kibondo Sub office Logistic whenever need arise especially in absence of the Operations manager.
Initiate, organize capacity building workshops/trainings for logistics staff.

Minimum Qualifications

Degree in Logistics and Supply chain management/BA statistics a relevant field, Mechanical Engineering
Minimum 4 years’ experience working in Logistics operations in refugees camp added advantage,
Proven experience with analyzing Data; reporting skills: timely operations and donor(s) drafting reporting.
Proficiency in the use ERP operations Software,
People oriented and results driven
Demonstrated ability to prioritize tasks and work well under pressure and deadlines.
Experience working with international development partners, international non-governmental organizations (INGOs) and donors (in particular UNHCR experience) is an asset.

To be successful you will also:

Have passion for AIRD’s mission and a strong desire to impact a dynamic non-profit organization;
Be proactive, set to achieve results and creates positive change;
Have a very high level of personal and professional integrity and trustworthiness;
Embrace diversity and a commitment to collaboration,

How to apply

Qualified/interested persons may send Cover Letter, CV and copies of Academic Certificates to

Country Programme Director

African Initiatives for Relief and Development (AIRD)

P.0 Box 428,

Kasulu. Kigoma Regional.

(with mention: application to the Position of Logistics Coordinator).

ApplicatjoAS’caTi be submitted to our offices allocated area

AIRD country office- Kasulu

Situated at Mubondo Area, Nearby Mubondo Secondoary school Kanazi

Kibondo – AIRD Sub Office Anglican Area Kibondo

OR by e-mail address as follow; Joanitha.k@airdinternational.org by copying to george.t@airdinternational.org

Deadline for submission: 5^th March 2024.

Only shortlisted applicants shall be contacted. Should you not be contacted after a month, following the submission deadline, please consider your application unsuccessful

JOB ADVERT Assistant Data Encoder (2) – AIRD, Tanzania Program)

AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

(AIRD does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and
discrimination. Selected candidates will, therefore, undergo background checks)

AIRD _ Tanzania Program is seeking for qualified national personnel for the position below;

Positions: Assistant Data Encoder (2) Post

Locations: AIRD Country Office based in Kasulu (1 Post) AIRD SUB Office Based in Kibondo (1 Post)

Reporting to: Snr Data Encoder.

The Snr Data Encoder will be responsible for: The incumbent will assist snr.Data Encoder by insuring that the all data entered in ERP system are accurate

General Duties

Data encoding ( store report, workshop report and production of any other reports – Enterprise resource planning (ERP)System
Assisting in gathering information and preparation of all workshop and stores monitoring reports.
With collaboration of Snr data Encoder he/she will prepare of vehicle maintenance data base, statistics, invoices and reports
Prepare the Database of Project Non Expandable properties
Assist to Manage all movement of spare parts in the store by using a compressive Enterprise resource planning (ERP)System
Provide technical user-support services and upgrade the Software.
Ensure that information is recovery protection is done regularly doing regular system back – ups on all PCs.
Data Entry,
Records the issues and receipts of spare parts through the system (ERP)
Produces reports from ERP as required and when requested
Prepare monthly report for vehicles maintenance, with data extracted from ERP IT support
Assists in monitoring performances office equipment machines.
Updates antivirus software re on all computers in the office Minimum Qualifications
Secondary Education Certificate
Minimum of Certificate in Computer Science
Knowledge of database use and management.
Strong communication skills English, both written and verbal
A minimum of 1 years of relevant experience
Familiar with ERP is an added advantage

How to apply

Qualified/lnterested persons may send Cover Letter, CV and copies of Academic Certificates to

Country Programme Director

African Initiatives for Relief and Development (AIRD)

P.0 Box 428,

Kasulu. Kigoma Regional.

(with mention: application to the Position you have applied for (ie Assistant Data Encoder)

Applications can be submitted to our offices allocated area AIRD country office- Kasulu

Situated at Mubondo Area, Nearby Mubondo Secondoary school Kanazi

Kibondo – AIRD Sub Office Anglican Area Kibondo

OR by e-mail address as follow; Joanitha.k@airdinternational.org by copying to george.t@airdinternational.org

Deadline for submission: 5^th March 2024.

Only shortlisted applicants shall be contacted. Should you not be contacted after a month, following the submission deadline, please consider your application unsuccessful

JOB ADVERT (AIRD Snr Data Encoder (1) – AIRD, Tanzania Program)

AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

(AIRD does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and
discrimination. Selected candidates will, therefore, undergo background checks)

AIRD _ Tanzania Program is seeking for qualified national personnel for the position below;

Position : Snr Data Encoder – AIRD, Tanzania Program based in Kasulu

Reporting to: Logistics Coordinator,

The Snr Data Encoder will be responsible for:

The overall responsibilities of the Snr Data Encoder will play a crucial role in the accurate and timely entry of data into the Enterprise Resources planning (ERP)Sytem. The incubent will be responsible for maintaining data integrity, conducting quality checks.

General Duties

Data encoding (store report, workshop report and production of any other reports – Enterprise resource planning (ERP)System
Preparation of all workshop and stores monitoring reports.
Preparation of vehicle maintenance data base, statistics, invoices and reports,
Prepare the Database of Project Non-Expandable properties,
Manage all movement of spare parts in the store by using a compressive Enterprise resource planning (ERP)System
Provide technical user-support services and upgrade the Software.
Ensure that information is recovery, protection is done regularly, doing regular system back – ups on all PCs.

Data Entry,

Records the issues and receipts of spare part through the system (ERP),
Supervise and collaborate with the Assistant data encoder to address any issues related to data accuracy or completeness

Documentation.

Produces reports from ERP as required and when requested
Prepare weekly, monthly report for vehicles maintenance, fuel reports, transport reports , reports with data extracted from the system ERP,
Identify and troubleshoot data quality issues, recommending and implementing solutions to improve data accuracy and reliability.

IT Support

Installations and programming of computer systems, software and connectivity to computer networks,
Responsible for trouble shooting any problems in the most efficient possible networks malfunction,
Assists in monitoring performances of office equipment machines (scanners, printers, computers ect…CCTV camera)
Updates antivirus software on all computers in the office,

Minimum Qualifications

Diploma in Computer Science or a Related
Knowledge of database use and management.
Strong communication skills, both written and verbal.
Strong attention to detail and accuracy in data entry,
Excellent organizational and time management skills.

Professional and experience

A minimum of 3 years of relevant experience (data Management)
Familiar in using ERP system is an added advantage.
More ICT

To be successful you will also:

Have passion for AIRD’s mission and a strong desire to impact a dynamic non-profit organization;
Be proactive, set to achieve results and creates positive change;
Have a very high level of personal and professional integrity and trustworthiness;
Embrace diversity and a commitment to collaboration,

How to apply

Qualified/lnterested persons may send Cover Letter, CV and copies of Academic Certificates to

Country Programme Director

African Initiatives for Relief and Development (AIRD)

P.0 Box 428,

Kasulu. Kigoma Regional.

(with mention: application to the Position you have applied for (ie Snr.Data Encoder)

Applications can be submitted to our offices allocated area AIRD country office- Kasulu

Situated at Mubondo Area, Nearby Mubondo Secondoary school Kanazi

Kibondo – AIRD Sub Office Anglican Area Kibondo

OR by e-mail address as follow; Joanitha.k@airdinternational.org by copying to george.t@airdinternational.org

Deadline for submission: 5^th March 2024.

Only shortlisted applicants shall be contacted. Should you not be contacted after a month, following the submission deadline, please consider your application unsuccessful

New Jobs at African Initiatives for Relief and Development (AIRD)

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