1. JOB TITTLE: Head of Operations and Institutional Systems Development.
The job requirements are listed below:
| Job Title: | Division: |
| Head of Operations & Institutional Systems Development (HOISD) | Operations & Institutional Systems |
| Location: | Responsible to: | Committee Relations: |
| Dares Salaam | Executive Director • Management Committee | • Senior ManagementTeam |
Directly Supervises
- Manager, Finance, Accounting & Systems Development
- Manager, Human Resources, Governance and Administration
- Manager; Business Development and Resource mobilization
- Officer, Procurement and Logistics
JOB PURPOSE
The HOISD contributes to the overall success of the organization by effectively managing all financial, human and operational tasks for the Association through effective plans and within the approved policies and budget and provides full support to the daily activities of the Association.
S/he takes a lead role in the development of institutional systems that support the Executive Director (ED) in the implementation of the UMATI strategic plan. S/he further takes a leading role in ensuring that the Association comply with internal policies, national and international financial compliances.
KEY FUNCTIONS
- Oversees financial operations of UMATI
- Manages and provides on-going training to accounting personnel
- Conducts weekly and monthly financial assessments and generates reports to be submitted to the senior management team
- Establishes budgets in accordance with the requirements of the departments
- Monitors funds allocated to various functions ensuring no leakages
- Takes a lead in developing Annual Programme Budget (APB)
- Conducts analysis of financial risks and benefits on business initiatives
- Strengthen Institutional Systems to ensure smooth running of UMATI operations.This includes ensuring SAGE ERP system is fully operational.
- Liaison with IPPF Country Technical Assistants Team on Operational matters
- Ensures UMATI meets all the IPPF accreditation Standards and other donors’ requirements.
KEY TASKS
Primary Duties and Responsibilities
Financial Management
- Preparation of finance management reports against business plan & budget as required.
- Provides management reports to the ED, the board (Finance and Audit Committee) and relevant donors.
- Prepares and manages the Member Association (MA) cash flows and forecasts.
- Manages processes for recording & reconciling expenses against income.
- Analyses and presents financial reports in an accurate and timely manner; clearly communicating monthly and annual financial statements according to the APB; collates financial reporting materials for all donor segments, and oversees all financial, project/programme and grants accounting.
- Coordinates and leads the annual audit process, liaises with external auditors and the finance committee of the board of directors; assesses any changes necessary.
- Oversees and leads annual budgeting and planning process in conjunction with the ED; administers and reviews all financial plans and budgets; monitors progress and changes; and keeps senior leadership team abreast of the organization’s financial status.
- Manages organizational cash flow and forecasting.
- Implements a robust contracts management and financial management/reporting system; ensures that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
- Updates and implements all necessary business policies and accounting practices improving the finance department’s overall policy and procedure manual.
- Effectively communicates and presents the critical financial matters to the board of directors.
Financial Processing
- Oversees and leads annual budgeting and planning process (APB) in conjunction with the ED and Head of Programmes (HOP); administers and reviews all financial plans and budgets; monitors progress and changes and keeps senior leadership team abreast of the MA’s financial status.
- Oversees and supports the preparation of annual financial statements
- Oversees the day-to-day financial processes i.e., process accounts payables and receivables, obtains payment authorities, record in accounting system in use by the MA & prepares for payment, processes online payments and record payments.
- Closely monitors the creditor and debtors aging reports and take appropriate action
- Ensures regular reconciliations of all bank accounts is conducted; reviewed and approved.
- Ensures accurate accounting by the clinics and project offices on a regular basis
- Makes proper arrangements for petty cash at the HQ and across all clinics and project offices.
- Ensures there are adequate records for accruals and monitors these, taking appropriate actions.
- Oversees the maintenance of the Assets Register which should include all relevant details i.e. asset description and code, cost, year of purchase & depreciation schedule.
- Coordinates and leads the annual audit process, liaises with external auditors and the finance committee of the board; assesses any changes necessary.
Human Resources, Institutional Systems and Operations
- Further develop UMATI’s human resources administration to enhance professional development and continuously improve compensation and benefits.
- Institutionalise performance evaluation for all UMATI staff in accordance with UMATI & IPPF Standards
- Responsible for budgeting for all training and developmental needs identified during performance appraisals
- Ensures that recruiting processes are consistent and streamlined.
- Establishes and manages a comprehensive training programme to educate employees regarding staff tools, policies, and procedures with a view of inculcating a new culture at UMATI.
- Works closely and transparently with all external partners including third-party vendors and consultants.
- Oversees administrative functions, vehicle management as well as facilities to ensure efficient and consistent operations of the organization
- Ensures that all government and legal requirements are respected to the letterManages the associations property and ensures leases, security arrangements and insurances are in place
- In conjunction with the ED, ensure an “arm’s length relationship” between KABIU & UMATI.
- Makes arrangements for the maintenance of high cleanliness and hygiene standards in conjunction with all the project offices and clinics in charges and budget for adequate furnishing
- Ensures there are adequate procedures for vehicles usage and that these are respected.
Payroll Management
- In liaison with Human Resources Manager (HRM), support the preparation of monthly payroll, obtain approval and process to bank.
- Ensures the production and & issuance of pay slips and maintains all payroll records.
- Oversees the processing of leaves records ensuring no more than 10 days leave is accrued.
- Prepares yearly Payroll reconciliations & Payroll taxes Summaries.
- Supports all other employer payroll related requirements.
- Ensure on positions which are in the APB or budgeted for in restricted projects are filled.
Risk Management
- Works with the ED on risk management, disaster recovery & contingency planning.
- Works with ED to assess, arrange & review all insurance covers.
- Processes & maintains appropriately financial records.
- Develop an effective internal control environment across all functions of UMATI.
Compliance Management
- Works with the ED to ensure compliance with government and local authority laws, regulations and donors’requirements.
- Oversees all procurement by the Association ensuring full compliance with the procurement policy and procedures.
- Supports the HOP in the annual stock taking exercise and valuation of medical supplies.
Staff Management
- In conjunction with the HRM and ED, facilitates all recruitment processes at MA level based on MA policies, IPPF standards and country laws
- Under the leadership of the ED, coordinates the recruitment, interview and selection of qualified Finance and Administration Staff.
- Establishes and implements a performance management process for all Finance and Operations staff
- Ensures that all Finance and Operations staff receive an appropriate orientation to the office management processes and procedures
- In conjunction with Human Resources Manager, ensures job descriptions of all staff are reviewed regularly.
EDUCATION & QUALIFICATIONS
- Bachelor’s degree in Business Administration/Finance/Accounting.
- Master’s degree in Business Administration/Finance/Accounting is an added prerequisite.
- Holder of CPA (T)/CIMA/ACCA is a requirement.
- Familiarity with managing funds and budgets for national, international agencies and programs.
- At least 10 years of overall professional experience; must have 5 years of broad financial and operations management experience in a managerial position.
- Experience in all financial analysis, reporting and audit coordination for an organisation.
- Ability to translate financial concepts and effectively collaborate with programmatic and fundraising colleagues who do not necessarily have financial backgrounds.
- A track record in grants management.
- Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors; knowledge of accounting and reporting software.
- Commitment to training programs that maximize individual and organization goals across the organization.
- A successful track record in setting priorities; keen analytic, organization and problem-solving skills which support and enable sound decision making.
- Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
- Good multi-tasking skills with the ability to wear many hats in a fast-paced working environment.
- Personal qualities of integrity, credibility, and dedication to the mission and values of UMATI.
- Comprehensive donor related operations, programmes and grants management
- Knowledge of leadership and financial management principles as they relate to non-profit/voluntary organizations.
- Possession of outstanding managerial and administrative competences.
- Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
- Honest and trustworthy
- High Level of Computer literacy in Office applications
- Demonstrated experience in organizing resources and establishing priorities
- Ability to challenge and influence others at all levels, persuade and build coalitions and networks.
- Good multi-tasking skills with the ability to wear many hats in a fast-paced working environment
- Strong negotiation skills and decision-making skills
- Ability to operate under pressure and tight deadlines
- Positive and pragmatic approach to achieving results
- Strong interpersonal skills and a team player
- Ability to analyse problems and recommend a course of action
- Strong leadership and people management skills
- Possession of a valid Driving licence
- Willing and able to travel extensively on UMATI business
- Personal qualities of integrity, credibility, and dedication to the mission and values of UMATI.
2. JOB TITTLE: Executive Director.
JOB PURPOSE
The Executive Director is responsible for successful leadership and management of the Association according to the strategic direction set by the National Executive Committee (NEC).
S/he is responsible for planning, directing, developing and managing all functions of UMATI and provide technical support to volunteers in developing policy, direction and implementing them, ensure the Associations’ integrity and represent the corporate interest.
KEY FUNCTIONS
- Participate in developing vision and strategic plan to guide the Association.
- Ensure preparation of a comprehensive Annual Programme Budget (APB).
- Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the Association.
- Provide corporate leadership, image and identity.
- Implement the policy decisions of the NEC within the set budget so as to ensure effective management of the Association. Act as a professional advisor to the NEC on all aspects of the Association’s activities.
- Ensure that the operations of the Association meet the expectations of its clients, NEC and Funders.
- Ensure drafting of policies for the approval of the NEC and prepare procedures to implement the organizational policies, review existing policies on an annual basis and recommend changes to the NEC as appropriate.
- Ensure that the programs and services offered contribute to the Association’s mission and reflect the priorities of the Association.
- Ensure research on funding sources, oversee the development of fund-raising plans and funding proposals to increase the funds of the Association.
- Administer the funds of the Association according to the approved budget and monitor the monthly cash flow of the Association.
- Ensure provision comprehensive, regular reports on the revenues and expenditure of the Association.
- Oversee preparation of programmes, budgets and periodic reports such as monthly, quarterly and annual performance reports as laid down in the UMATI Constitution and the Corporate plan and submit to the National Executive Committee. Oversee Monitoring and Evaluation of the Association projects.
- Oversee staff management including recruitment, remunerations, appraisal, development, training and disciplinary matters to ensure that they are carried out in line with the Association’s regulations and requirements of laid down legislations.
- Coach and mentor staff as appropriate to improve performance.
- Ensure that the role and participation of volunteers in the Association is encouraged and developed.
- Represent the Association at community activities to enhance the Association’s community profile.
- Communicate with stakeholders to keep them informed of the work of the Association and to identify changes in the community served by the Association.
- Identify and evaluate the risks to the Association’s people (clients, staff, management, volunteers), property, finances, goodwill, image and implement measures to control risks.
- Ensure that the Association carries appropriate and adequate insurance coverage.
- Act as spokesperson for the Association Overseeing management of KABIU.
- Perform any other duty as may be assigned by the National Executive Committee.
EDUCATION & QUALIFICATIONS
- Master’s degree in a Health-related field/Business/Social Science.
- A minimum of ten (10) years’ experience in health-related activities, of which five (5) years must be at a senior management level, managing and developing direct reports.
- High level strategic thinking and planning with the ability to envision and convey the Association’s strategic future to the staff, board, volunteers and donors.
- Possess a history of successfully generating new revenue streams and improving financial results.
- Active fundraising experience with excellent donor relations skills and understanding of the funding community.
- Previous success in establishing relationships with individuals and organizations of influence including funders, peer NGOs, national, international agencies and volunteers.
- The ability to foster a healthy organizational culture, to encourage teamwork and collaboration; strong interpersonal skills that include the ability to inspire and motivate;
- An affinity for working with a culturally and politically diverse stakeholders
KNOWLEDGE, SKILLS AND ABILITIES
- Comprehensive knowledge in Sexual Reproductive Health and Rights services.
- Knowledge on gender-related needs perspectives and concerns.
- Knowledge of leadership and management principles as they relate to non-profit/voluntary organizations.
- Knowledge of operations, financial management and project management.
- Possession of outstanding managerial and administrative competences.
- Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders Honest and trustworthy
- High Level of Computer literacy in Office applications
- Demonstrated experience in organizing resources and establishing priorities
- Ability to challenge and influence others at all levels, persuade and build coalitions and networks.
- Good multi-tasking skills with the ability to wear many hats in a fast-paced working environment
- Strong negotiation skills and decision-making skills
- Ability to operate under pressure and tight deadlines
- Positive and pragmatic approach to achieving results
- Strong interpersonal skills and a team player
- Ability to analyse problems and recommend a course of action
- Strong leadership and people management skills
- Possession of a valid Driving licence
- Willing and able to travel extensively on UMATI business
- Personal qualities of integrity, credibility, and dedication to the mission and values of UMATI.
3. JOB TITTLE: Head of Programmes Development, Coordination and Management. The job requirements are listed below:
- Manager, Research, Monitoring, Evaluation and Learning
- Manager, Medical and Technical Services
- Manager, Restricted Projects and Community Based Services
- Manager, Advocacy and Communication
JOB PURPOSE
The Head of Programmes Development, Coordination and Management oversees the coordination and administration of all aspects of on-going programmes and service delivery including planning, organizing, staffing, implementing, monitoring and evaluating all programmes and service delivery activities with the aim of achieving the outcomes of the Strategic Plan.
KEY FUNCTIONS
- To provide overall planning, implementation and management of the performance of the UMATI programs and to provide vision and strategic leadership.
- To oversee the strategic positioning of the Association’s Clinics as fully self-sustaining and income generating social enterprise.
- To oversee the initiation, strengthening and supporting quality of care in all UMATI Health Facilities and Community based services.
- To oversee the development of appropriate interventions to address ASRH issues/needs of the youth and other target groups based on research and development findings.
KEY TASKS
Primary Tasks, Duties and Responsibilities:
Planning the programmes and delivery of services
- Plan the delivery of the overall sexual and Reproductive Health and Rights (SRHR) programme and services in accordance with UMATI’s mission and the strategic goals.
- Develops new initiatives to support the strategic direction of UMATI.
- Develops and implements long-term programme goals and objectives to achieve the successful outcome of the programme.
- Develops an annual budget and operating plan to support all the programmes and service delivery activities.
- Develops a programme evaluation framework to assess the strengths of the programmes and to identify areas for improvement.
- Develops funding proposals for the programmes to ensure the continuous delivery of services. Organizing the programmes and delivery of services
- Ensures that programme activities operate within UMATI policies and procedures in coordination with the Regional Office.
- Ensures that programme and service delivery activities comply with all relevant legislation and professional standards.
- Develop tools to document/record programme and service delivery activities.
- Oversee the collection and maintenance of records on the clients of the programmes for statistical purposes according to the professional confidentiality/privacy policy of UMATI and IPPF Regional Office requirements.
Leading the programmes and delivery of services
- Ensures all staff members receive orientation and appropriate training in accordance with UMATI standards and those of the IPPF Regional office.
- Supervises programmes and service delivery staff by providing direction, input and feedback.
- Communicates with clients and other stakeholders to gain community support for the programmes and to solicit input to improve the programmes.
- Liaises with other managers to ensure the effective and efficient programme delivery.
- Coordinates the delivery of services among different programme activities to increase effectiveness and efficiency.
Monitoring the programmes and delivery of services
- Identify and deploy the technical skill sets, resource levels and systems to deliver projects, including the engagement of external resources as required.
- Write reports on the programmes for management and donors.
- Communicates with donors as outlined in funding agreements.
- Ensures that the programmes operate within the approved budget.
- Monitors and approve all budgeted programme expenditures.
- Monitors cash flow projections and reports actual cash flow and variance to the Executive Director on a regular basis (monthly/ bimonthly).
- Manages all project funds according to established accounting policies and procedures.
- In collaboration with Head of Operations and Institutional Systems Development ensure that all financial records for the programmes are up to date.
- In collaboration with Head of Operations and Institutional Systems Development ensures financial reports and supporting documentation for donors are prepared as outlined in funding agreements.
- Provides required information to have invoices generated and submitted to funders according to the established timelines.
- Identifies and evaluates the risks associated with programme activities and takes appropriate measures and actions to control the risks.
- Monitors the programme activities on a regular basis and conducts an annual evaluation according to the programme evaluation framework.
- Report evaluation findings to the Executive Director and recommends changes to enhance the programmes as appropriate.
- Ensures high quality donor reports are developed and submitted by the field offices.
- Collaborates very closely with the IPPF Country Management Teamsfromthe Regional Office to ensure high quality of programme management.
- Ensures best practices in project management are continually developed and used with appropriate Programme/Project management frameworks in place, incorporating the Gateway Review process if required.
- Ensure programme and project reviews are regularly and effectively conducted to drive plan, monitor and control the delivery of programmes to schedule, budget and to the agreed quality level.
Management of Programmes Staff
- Consistently promote high standards through personal example and roll out through the team so that each member of the team understands the standards and behaviours expected of them.
- Under the leadership of the Executive Director, coordinates the recruitment, interviewing and selection of qualified programme staff.
- Establishes and implements a performance management process for all programme staff and communicate key performance Indicators (KPIs) from the strategic annual plan so that each employee is aware.
- Engages volunteers for appropriate programme activities using established volunteer management practices.
- Ensures that all programme staff receive an appropriate orientation about UMATI and the programmes
- Manage and lead the team, ensuring adequate staffing levels, managing holiday allowances, recruitment, training, development, appraisal, attendance, disciplinary issues and daily supervision to maximize efficient productivity.
Relationship Management
- Work as part of the Management team to share ideas and improve operation, recommending, supporting and implementing continuous improvement activities and process and procedure improvements to optimize results and improve quality of delivery, in line with quality standards requirements delivery in line with Company and Customer requirements.
- Build strong working relationships with external customers and internal departments.
- Manage the interface between the customer and engineering and also the internal interfaces between sales, engineering and supply chain/production.
- Support the sales and engineering teams with new project cost, time estimates and customer contract development and approval processes.
Self-Management
- Support, comply and ensure complicity with Health & Safety regulations, the Company Handbook, Quality and Environmental standards, and all other Company policies and procedure
- Inspire and motivate the team
- Consistently manages performance firmly and fairly
- Knows and develops the team
- Resilient, optimistic and open to change
- Is self-aware
- Shows moral courage, openness and honesty in all dealings
- Is confident, assertive and self-assured.
EDUCATION & QUALIFICATIONS
- A minimum of a Master’s Degree in Health-related field/Business/ Social Sciences.
- 10 years of experience implementing and managing Complex Sexual and Reproductive Health (SRH) programs in Tanzania, with significant experience in national, international agencies and FCDO programs. Must have five (5) years’experience in a managerial level.
- Proven track record or expertise in development of systems, including development and/or improvement of procedures, manuals and guidelines with excellent analytical skills
- Passion for the mission of UMATI and IPPF and excellent interpersonal, verbal and written communication skills with strong presentation skills
- The ability to foster a healthy organizational culture, to encourage teamwork and collaboration; strong interpersonal skills that include the ability to inspire and motivate;
- Strong organizational abilities including planning, delegating, programme development and task facilitation
- An affinity for working with a culturally and politically diverse stakeholders
Knowledge, Skills and Attributes
- Excellent written and verbal communication skills across all levels
- Ability to challenge and influence at all levels
- Strong negotiation skills and decision-making skills
- Ability to operate under pressure and tight deadlines
- Positive and pragmatic approach to achieving results
- Strong interpersonal skills and a team player
- Able to work on own initiative
- Ability to analyze problems and recommend a course of action
- Strong leadership and people management skills
- Excellent organization skills
- Personal qualities of integrity, credibility, and dedication to the mission and values of UMATI
Mode of Application:
All those who meet the above requirements and would like to apply for the position, should send their applications together with detailed curriculum vitae, attaching copies of their academic and professional certificates and three referees with their contacts to joseph.mbogo@crowe.co.tz..
The position should be the subject of the email application. Only shortlisted candidates will be contacted. The deadline for submitting the application is on 8th November, 2021
UMATI is an equal opportunity employer. Women and people with disability are highly encouraged to apply.
