Mdau Mkuu
JF-Expert Member
- Dec 12, 2009
- 233
- 45
East, Central and Southern Africa Health Community
Vacancy Advertisement
Post of Administration and Finance Officer
The East, Central and Southern Africa Health Community (ECSA-HC) invites applications for the post of
Administration and Finance Officer for the Human Resources Alliance for Africa (HRAA) project. Applications
should be from suitably qualified persons who are nationals or eligible residents of the United Republic of
Tanzania. The position is tenable at the ECSA Health Community Secretariat in Arusha.
A.THE ORGANIZATION
The ECSA-HC is a regional intergovernmental organization set up in 1974 to foster cooperation that will lead
to the strengthening of health care programmes in the region and promote attainment of the highest possible
standards of health among member states. The Member States of the ECSA Health Community are Botswana,
Kenya, Lesotho, Malawi, Mauritius, Swaziland, Tanzania, Uganda, Zambia and Zimbabwe. The Secretariat
implements its activities through seven technical programmes namely Family and Reproductive Health; Food
Security and Nutrition; Health Systems and Services Development; HIV/AIDS, T.B. and Infectious Diseases;
Human Resources for Health & Capacity Building, Monitoring and Evaluation and Research, Information and
Advocacy. The Directorates of Operations and Institutional Development and Finance provide administrative,
logistical and financial management support to the technical programmes.
B. BACKGROUND INFORMATION
ECSA-HC seeks to recruit a skilled Administration and Finance Officer to support ECSA-HC for functions
related to the HRAA project. The position is funded on a one year renewable contract and will be based in
Arusha, Tanzania. The position will serve as the bridge between ECSA-HC and HRAA project in relation to all
program/administration and finance issues related to the HRAA project.
C. PRIMARY DUTIES AND RESPONSIBILITIES
PROGRAM/TECHNICAL
1. Facilitating HRAA technical requirements at ECSA-HC in support of relevant technical staff.
2. Maintaining up-to-date records and tracking systems for HRAA consultants and assignments at
ECSA- HC.
3. Maintaining a schedule of HRAA activities to be conducted by ECSA-HC in support of the Manager
HRH & CB.
4. Compilation of HRAA reports in conjunction with relevant ECSA-HC technical staff.
Planning and budgeting
1. Participate in the ECSA-HC/HRAA planning and budgeting process and ensure the development of
accurate plans and budgets for all project areas and for any grants that involve ECSA-HC in the HRAA
project.
2. Facilitate fund transfers to project areas and ensure that accurate documents are kept of the process
and the internal processes are respected.
Financial Management
1. Ensure that all internal and external financial and administrative reporting requirements are met in
accordance with ECSA-Alliance standards.
2. Establish a billing system that ECSA-HC will use to bill HRAA.
3. Prepare timely and accurate monthly financial disbursements requests to the ECSA regional office to
support the ECSA-HC activity plan in HRAA.
4. Provide timely and accurate financial reports of ECSA-HC related to HRAA.
5. Reconcile all HRAA related advances in ECSA HC books on a monthly basis.
6. Reconcile assigned HRAA General ledger accounts in ECSA-HC books monthly.
7. Prepare monthly HRAA recurring journal entries.
8. Track fixed assets and record depreciation.
9. Reconcile Bank Accounts.
10. Maintain the journal for all bank accounts.
11. Process client invoices for assigned projects and activities.
12. Assist with the month end close.
Audit and Internal Controls
1. Work with the ECSA-HC Finance Director to ensure that all policies and procedures relating to audit
are respected and that audits are carried out in a timely manner for the HRAA project.
2. Work with the ECSA-HC to formulate and implement new policies where required and communicate
appropriate policies to the HRAA regional office.
3. Develop, adapt and roll-out ECSA policies and finance procedures in HRAA.
4. Ensure the presence of strict internal controls to ensure compliance with USAID and ECSA standards
in HRAA.
Finance Capacity Building
1. Ensure appropriate communication on financial matters with the Contracts and Finance Manager at
the HRAA regional office.
2. Report, measure and interpret the results of operations. Ensure that appropriate financial statements
are accurately produced.
3. Analyzes performance against budgetary expenditures and prepare other pertinent financial
analyses.
Grant Management
1. Work closely with the ECSA-HC Arusha finance and grants specialist (responsible for the
development of grant management systems that ensures that grants acquired are well managed and
results shared with the appropriate persons).
2. Ensure the overall quality of all grant related issues such as time sheets, reporting, planning of grants
etc.
3. Support local sub-grantees to enhance their financial management systems to manage the ECSAAlliance
funding.
Procurement
1. Develop, adapt and manage the ECSA Alliance procurement policies and procedures for the HRAA
project.
2. Orientate the ECSA-HC staff and relevant HRAA Staff and sub-grantees on the procurement
procedures ensuring that relevant signatures are obtained as required.
3. Maintain an inventory of potential qualified service providers (including consultancy) for the ECSAHC
activities in the HRAA project.
4. Contract and manage service providers in line with the ECSA procurement policies
Administration
1. Develop and maintain an administrative system to track all HRAA documentation at ECSA-HC.
2. Facilitating follow-ups and approval of HRAA specific contracts and documentation.
3. Ensure orientation of the HRAA staff on all relevant ECSA HC HR policies and procedures.
4. Develop and maintain filing system for each HRAA Country office.
5. In collaboration with ECSA Arusha office establish and maintain the relevant benefits package for the
HRAA in-country staff.
6. Support the in-country staff to full fill their income tax obligations in line with the ECSA and USAID
regulations.
7. Maintain an active roster of leave, meetings and travel arrangements for HRAA Regional office
members and partners as requested by the Office
8. Manage the time sheet system for HRAA regional office level.
9. Liaising with HRAA regional office on behalf of ECSA-HC staff as and when needed.
10. Providing requisite logistical support to HRAA activities at ECSA-HC,
D. ENTRY QUALIFICATIONS
Education: A degree in Business Management/Administration or Accounting. A Masters degree in the
relevant field will be an added advantage.
Work Experience: S/he should have at least three years work experience in business
management/administration or accounting. Experience in a US Government funded project or contracting
organization preferred. Experience in financial accounting and in the preparation of financial reports.
Experience in transactional accounting and specifically the inputting of financial data into an accounting
system. Experience in using or understanding of MS office (Word, Excel, etc) is essential. Experience in office
administration will be an added advantage. Working experience should include work in an international,
inter-governmental, governmental or regional organization.
Language: Fluency in both spoken and written English is essential.
Age: Between 25 and 45 years of age.
Remuneration Package
An attractive remuneration package will be offered to the right candidate. The details of the package may be
obtained on request from ECSA Health Community Secretariat, Arusha.
Contract Appointment
This is a one year contract appointment renewable upon satisfactory performance and subject to availability
of funding.
Method of Application
Applications consisting of a cover letter expressing the candidates motivation for the job and current
curriculum vitae with names and contact/addresses of three referees should reach the addressee below by
February 17, 2012. Submission of applications by email is highly encouraged. Only shortlisted candidates
will be contacted.
The Director General
East, Central and Southern Africa Health Community
P.O.BOX 1009
Arusha, Tanzania
Tel: +255 27 2549362/5/6
Fax: +255 27 2549392
Email: regsec@ecsa.or.tz and admin@ecsa.or.tz and copy to dg@ecsa.or.tz
The ECSA Health Community is an equal opportunities employer. Female candidates are particularly
encouraged to apply
Vacancy Advertisement
Post of Administration and Finance Officer
The East, Central and Southern Africa Health Community (ECSA-HC) invites applications for the post of
Administration and Finance Officer for the Human Resources Alliance for Africa (HRAA) project. Applications
should be from suitably qualified persons who are nationals or eligible residents of the United Republic of
Tanzania. The position is tenable at the ECSA Health Community Secretariat in Arusha.
A.THE ORGANIZATION
The ECSA-HC is a regional intergovernmental organization set up in 1974 to foster cooperation that will lead
to the strengthening of health care programmes in the region and promote attainment of the highest possible
standards of health among member states. The Member States of the ECSA Health Community are Botswana,
Kenya, Lesotho, Malawi, Mauritius, Swaziland, Tanzania, Uganda, Zambia and Zimbabwe. The Secretariat
implements its activities through seven technical programmes namely Family and Reproductive Health; Food
Security and Nutrition; Health Systems and Services Development; HIV/AIDS, T.B. and Infectious Diseases;
Human Resources for Health & Capacity Building, Monitoring and Evaluation and Research, Information and
Advocacy. The Directorates of Operations and Institutional Development and Finance provide administrative,
logistical and financial management support to the technical programmes.
B. BACKGROUND INFORMATION
ECSA-HC seeks to recruit a skilled Administration and Finance Officer to support ECSA-HC for functions
related to the HRAA project. The position is funded on a one year renewable contract and will be based in
Arusha, Tanzania. The position will serve as the bridge between ECSA-HC and HRAA project in relation to all
program/administration and finance issues related to the HRAA project.
C. PRIMARY DUTIES AND RESPONSIBILITIES
PROGRAM/TECHNICAL
1. Facilitating HRAA technical requirements at ECSA-HC in support of relevant technical staff.
2. Maintaining up-to-date records and tracking systems for HRAA consultants and assignments at
ECSA- HC.
3. Maintaining a schedule of HRAA activities to be conducted by ECSA-HC in support of the Manager
HRH & CB.
4. Compilation of HRAA reports in conjunction with relevant ECSA-HC technical staff.
Planning and budgeting
1. Participate in the ECSA-HC/HRAA planning and budgeting process and ensure the development of
accurate plans and budgets for all project areas and for any grants that involve ECSA-HC in the HRAA
project.
2. Facilitate fund transfers to project areas and ensure that accurate documents are kept of the process
and the internal processes are respected.
Financial Management
1. Ensure that all internal and external financial and administrative reporting requirements are met in
accordance with ECSA-Alliance standards.
2. Establish a billing system that ECSA-HC will use to bill HRAA.
3. Prepare timely and accurate monthly financial disbursements requests to the ECSA regional office to
support the ECSA-HC activity plan in HRAA.
4. Provide timely and accurate financial reports of ECSA-HC related to HRAA.
5. Reconcile all HRAA related advances in ECSA HC books on a monthly basis.
6. Reconcile assigned HRAA General ledger accounts in ECSA-HC books monthly.
7. Prepare monthly HRAA recurring journal entries.
8. Track fixed assets and record depreciation.
9. Reconcile Bank Accounts.
10. Maintain the journal for all bank accounts.
11. Process client invoices for assigned projects and activities.
12. Assist with the month end close.
Audit and Internal Controls
1. Work with the ECSA-HC Finance Director to ensure that all policies and procedures relating to audit
are respected and that audits are carried out in a timely manner for the HRAA project.
2. Work with the ECSA-HC to formulate and implement new policies where required and communicate
appropriate policies to the HRAA regional office.
3. Develop, adapt and roll-out ECSA policies and finance procedures in HRAA.
4. Ensure the presence of strict internal controls to ensure compliance with USAID and ECSA standards
in HRAA.
Finance Capacity Building
1. Ensure appropriate communication on financial matters with the Contracts and Finance Manager at
the HRAA regional office.
2. Report, measure and interpret the results of operations. Ensure that appropriate financial statements
are accurately produced.
3. Analyzes performance against budgetary expenditures and prepare other pertinent financial
analyses.
Grant Management
1. Work closely with the ECSA-HC Arusha finance and grants specialist (responsible for the
development of grant management systems that ensures that grants acquired are well managed and
results shared with the appropriate persons).
2. Ensure the overall quality of all grant related issues such as time sheets, reporting, planning of grants
etc.
3. Support local sub-grantees to enhance their financial management systems to manage the ECSAAlliance
funding.
Procurement
1. Develop, adapt and manage the ECSA Alliance procurement policies and procedures for the HRAA
project.
2. Orientate the ECSA-HC staff and relevant HRAA Staff and sub-grantees on the procurement
procedures ensuring that relevant signatures are obtained as required.
3. Maintain an inventory of potential qualified service providers (including consultancy) for the ECSAHC
activities in the HRAA project.
4. Contract and manage service providers in line with the ECSA procurement policies
Administration
1. Develop and maintain an administrative system to track all HRAA documentation at ECSA-HC.
2. Facilitating follow-ups and approval of HRAA specific contracts and documentation.
3. Ensure orientation of the HRAA staff on all relevant ECSA HC HR policies and procedures.
4. Develop and maintain filing system for each HRAA Country office.
5. In collaboration with ECSA Arusha office establish and maintain the relevant benefits package for the
HRAA in-country staff.
6. Support the in-country staff to full fill their income tax obligations in line with the ECSA and USAID
regulations.
7. Maintain an active roster of leave, meetings and travel arrangements for HRAA Regional office
members and partners as requested by the Office
8. Manage the time sheet system for HRAA regional office level.
9. Liaising with HRAA regional office on behalf of ECSA-HC staff as and when needed.
10. Providing requisite logistical support to HRAA activities at ECSA-HC,
D. ENTRY QUALIFICATIONS
Education: A degree in Business Management/Administration or Accounting. A Masters degree in the
relevant field will be an added advantage.
Work Experience: S/he should have at least three years work experience in business
management/administration or accounting. Experience in a US Government funded project or contracting
organization preferred. Experience in financial accounting and in the preparation of financial reports.
Experience in transactional accounting and specifically the inputting of financial data into an accounting
system. Experience in using or understanding of MS office (Word, Excel, etc) is essential. Experience in office
administration will be an added advantage. Working experience should include work in an international,
inter-governmental, governmental or regional organization.
Language: Fluency in both spoken and written English is essential.
Age: Between 25 and 45 years of age.
Remuneration Package
An attractive remuneration package will be offered to the right candidate. The details of the package may be
obtained on request from ECSA Health Community Secretariat, Arusha.
Contract Appointment
This is a one year contract appointment renewable upon satisfactory performance and subject to availability
of funding.
Method of Application
Applications consisting of a cover letter expressing the candidates motivation for the job and current
curriculum vitae with names and contact/addresses of three referees should reach the addressee below by
February 17, 2012. Submission of applications by email is highly encouraged. Only shortlisted candidates
will be contacted.
The Director General
East, Central and Southern Africa Health Community
P.O.BOX 1009
Arusha, Tanzania
Tel: +255 27 2549362/5/6
Fax: +255 27 2549392
Email: regsec@ecsa.or.tz and admin@ecsa.or.tz and copy to dg@ecsa.or.tz
The ECSA Health Community is an equal opportunities employer. Female candidates are particularly
encouraged to apply
