Background:
Breakthrough ACTION Tanzania is a three-year (2022-2025) cooperative agreement between the United States Agency for International Development(USAID)and the Johns Hopkins Center for Communication Program(CCP). The social and behavior change (SBC) activity aims to catalyze opportunities for Tanzanians to improve their health status by transforming socio-cultural norms and supporting the adoption of healthier behaviors. The activity will provide technical assistance to the Government of Tanzania (GoT) to improve the policy and implementation framework around SBC activities and design, implement and monitor specific SBC interventions at the sub-national level as required. Breakthrough ACTION Tanzania will promote integrated SBC approaches to support family planning/reproductive health, maternal, neonatal, and child health (including nutrition), HIV, malaria, TB, risk communication and community engagement (RCCE), and other infectious diseases as needed.
Job Title : Human Resources and Administration Manager.
Report to : Director of Finance and Administration.
Location : Dar es Salaam, Tanzania.
Job Summary:
The Human Resources and Administration Manager will oversee all administrative and human resource activities of a three-year USAID-funded project in Tanzania. This position will support the Director of Finance and Administration. She/he will ensure the efficient and effective operation of the Administration department and HR functions, including sufficient staffing levels and coverage. The Human Resources and Administration Manager will manage security and will work to ensure office safety – both for the staff and the HR systems. The Human Resources and Administration Manager will work with the appropriate team members, liaising with HQ HR and the support team to recruit, hire, and orient all staff, maintaining compliance with local labor law. She/he will maintain confidentiality and ensure staff have a safe workspace. Travel within Tanzania may be required.
Key Responsibilities & Tasks:
Administration
- Set up and maintain a filing system relevant to assigned administrative
- Handle confidential and non-routine information and explain departmental policies when necessary.
- Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications.
- Track all leases for leased office space and Memorandums of Understanding (MoUs) for shared office space, including timely renewal and termination. Draft Scopes of Work (SOWs) to prequalify vendors annually that provide routine and general contractual services or goods, e.g., stationary, hotels, venue spaces, catering, vehicle maintenance, equipment maintenance, printing/photocopying, etc.
- Ensure the opening and closing of the CCP office daily, including as needed after hours and on
- Ensure all CCP offices are equipped with the necessary supplies, materials, equipment, and other resources needed for a functioning
- Make external conference, workshop, training, and travel arrangements for staff as requested, including lodging, flights, car hire, and ferry/boat hire services, which are usually complex and ever-changing.
- Arrange for transport services to facilitate staff movement.
Human resources
- Ensure the efficient and effective operation of the Administration department and HRfunctions, including sufficient staffing levels and coverage.
- Coordinate the clearing and forwarding of goods for office and expatriates and
- Make arrangements and liaise with appropriate host government ministries to obtain work permits for all expatriates and
- Finalize job descriptions, advertise positions, short-list applicants, check references, and organize
- Assist in the recruitment process of new staff, liaise with recruiting firms, and arrange interviews.
- Coordinate initial orientation with department leads.
- Orient all staff on office policies and procedures, the HR manual, the organizational code of conduct, ethics policies and procedures, benefits, and compensation packages.
- Obtain and file all relevant labor documents/policies and advise managers
- Liaising with health insurance service providers to ensure all staff policies are up to date.
- Respond to inquiries regarding policies, procedures, and
- Assist managers in resolving and moderating staff
- Ensure confidentiality for staff matters and records is observed.
- Consult local legal counsel, Baltimore CCP HR, represent CCP TZ in labor matters as directed, including but not limited to the investigation and resolution of employee issues, concerns, and conflicts.
- Identify legal requirements and government reporting regulations affecting human resources functions and ensure compliance with policies, procedures, and reporting.
- Collect timesheets monthly from staff.
- Review and apply policies from the field finance manual and HR
- Review timesheets for accuracy and completeness(e.g., leave type, tracking, project allocation).
- Collect leave request forms and update leave tracking.
- Follow-up with staff until all timesheets are received.
- Review and provide guidance on CCP HR policies and host country labor
- Forward timesheets and leave requests to Finance for payroll
- Manage the annual APR process timely, ensuring completion of APR forms, issuing annual increment letters, and submitting them to Baltimore.
- Maintain accurate and complete personnel files in accordance with TZ labor laws and CCP HR policy.
- In the case of promotions, reclassifications, etc., ensure that job descriptions are up-to-date, accurate, appropriately approved, and filed in the personnel files.
- Ensure CCP HR receives a copy of all letters, contracts, and personnel correspondence for the main personnel files kept in
- File personnel records so that records can be accessed and sent easily in soft or hard copy when needed.
- Notify staff in advance of office closings due to public holidays or ad hoc closings prompted by the Country Director or
- Conduct an annual assessment of medical insurance for market comparison and renewal or as needed before
- Prepare employee separation notices and related documentation and conducts exit interviews to determine reasons behind separations.
- Follow appropriate protocol for reporting suspected internal controls violations.
Security Coordination
- Manage security company, ensuring safety and security protocols are implemented as per contract.
- Communicate to and ensure adherence by staff to security and safety protocols for the office.
- Be the primary contact person for the security company, which requires being on-call 24/7.
- Verify the accuracy of invoices and deliverables before and forward them for payment
- Establish and maintain the key and access management system to safeguard office spaces and assets.
- Receive vendor and consultant invoices, and review them for accuracy against the contract or order payment terms and deliverables.
- Investigate accidents and prepare reports for insurance carriers.
Staff Supervision Responsibilities
- Manage the work of direct reports and provide supervisory responsibilities.
- Ensure that direct reports are implementing duties as assigned.
- Conduct timely annual performance reviews for direct reports.
- Manage the performance of direct reports timely and in a way that facilitates growth and improvement in accordance with Breakthrough ACTION
Minimum Qualifications:
- Minimum of a University degree in Administration, Business Management, Human Resources, or other related field.
- At least seven (7)years of experience in the NGO sector within Tanzania in office
- At least five (5)years of experience supporting USAID-funded projects.
- Tanzanian national.
Knowledge, Skills, and Abilities:
- Good working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
- Ability to perform under extreme pressure and take initiative in resolving
- Ability to work independently in a high-profile, fast-paced, and multi-tasked environment.
- Strong interpersonal and team-building skills.
- Oral and written fluency in English.
How to Apply
All interested candidates are encouraged to submit the cover letter and updated CV with three professional referees to [email protected]. Please indicate the position’s title in the subject line of your email.
Deadline for receiving applications: 05:00 pm EAT on June 28, 2023
