Elizabeth Glaser Pediatric AIDS Foundation Council Project Coordinator job

Job description

VACANCY ANNOUNCEMENT

"Sometimes in life there is that moment when it's possible to make a change for the better. This is one of those moments."

Elizabeth Glaser

The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 19 countries and supporting close to 6,000 sites around the world to prevent the transmission of HIV to children, and to facilitate access to services for those already infected. Today, because of the highly successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a growing global staff of over 1,000—nine of 10 who work in the field—the Foundation’s global mission is to implement prevention, care, and treatment; further advance innovative research and to execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions of women, children, and families worldwide.

Position Details

Job title: Council Project Coordinator

Primary Manager Senior Project Manager

Locations: Igunga - Tabora

Summary

The Council Project Coordinator (CPC) is a self-motivated individual who will provide direct oversight and technical assistance to a Council Health Management Team (CHMT) to enable them to provide quality integrated and comprehensive RCH/PMTCT, FP, TB and HIV services. She/he will be a focal person representing EGPAF within the district, with the primary goal to ensure quality RCH/HIV and integrated TB and FP services delivery by supported health facilities, through effective and proper communication, coordination, technical support and monitoring of the EGPAF supported program activities and the related activities in the district CCHP. S/he reports to the Senior Project Manager who provides leadership and technical support within the region. This position requires to be stationed in the field, with frequent travel within the district to its health facilities.

Essential Duties And Key Responsibilities

Coordination of council implementation plan to provide integrated HIV, FP and TB services
Provide technical assistance to councils to build capacity of council and health facility staff to offer quality integrated HIV, TB, and FP services
Performance monitoring and reporting, including financial monitoring of sub-agreements and programmatic monitoring.

Required Qualifications

Graduate degree in health or social sciences
Master’s in Public Health would be advantageous

Knowledge, Skills & Abilities

At least 5 years’ experience with MNCH and HIV/AIDS programs is essential
Knowledge in Project Management and Quality Improvement
Good communication skills both written and verbal
Computer literacy, with comfortable working experience with the basic Microsoft packages (Word, Excel, PowerPoint and Ms Outlook)
Should be fluent in both Kiswahili and English

Position Details

Job title: Procurement Coordinator

Location: Dar es Salaam

Reporting to: Procurement and Logistic Manager

Summary

To facilitate acquisition, supply, delivery, and disposal of goods & services, as well as logistics operations at optimum cost effective levels in a thorough documented, compliant and prompt manner.

Essential Duties And Responsibilities

Process Improvement / Compliance

Contribute in the design of system and procedures , development, implementation and maintenance of contextualized procurement, purchasing, logistics and physical distribution operating procedures and guidelines achieving the most cost effective and efficient processes for procurement & logistics in order to attain operational excellence at minimal cost.
Liaise with other operations departments as well as programs in procurement & logistics execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient and compliant procurement decisions making
Guided by a solid grasp of applicable government, organizational and donor rules and regulations, provide guidance, advice and technical opinions on policy interpretations, contract matters and donor mandates in the realm of procurement & logistics.
Collate and share best practices in procurement & logistics from networks, trainings, workshops and conferences, et cetera to ensure a dynamic and relevant procurement & logistics function
Ensure that all procurement is done using the approved vendors within the agreed terms & conditions and is done in transparency way without any discrimination with high integrity

Vendor Relationship Management

Coordinating sourcing strategies and developing - through a full and open process – a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base
Develop, manage and maintain an arm’s length relationship with vendors at all levels; will ensure that EGPAF suppliers for goods & services fulfill their obligations in a timely fashion, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner or by using arbitrator to be appointed and agreed by both parties
Facilitate negotiations regarding supplier terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality and delivery/lead time for the organization
Conduct vendor rating/ appraisal for vendors who deliver on time, those who deliver rate and those who fail to deliver for future contract awarding decision

Documentation

Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents
Generate and disseminate complete, accurate and relevant monthly procurement status report and reconciled commitment reports with financial information on user friendly , standardized templates to support project management decision making
Identify and/or solicit organizational filing needs, matching them with existing resources and when necessary, implementing innovative, cost effective solutions to match the growing needs; will also manage EGPAF’s archive documentation in a systematic/orderly and secure manner to ensure strict conformance with applicable document retention provisions
Facilitate the development and dissemination of procurement & logistics checklists, templates and other tools – ensuring a standardized implementation across all EGPAF offices
Generate central procurement reports which includes in kind for budget versus actual for cost analysis and decision making
Ensure up to date files for approved preferred vendors, including agreed prices are maintained as well as an updated database of consultants roster
Ensure the Procurement folders in the share drive are up-to date as well as procurement files above $5,000

Asset & Supplies Management

Ensure availability of supplies by maintaining a comprehensive inventory of supplies details (both EGPAF & site support supplies) and conducts periodic/surprise audits of procured supplies as an additional documented internal control measure
Establish & coordinate an overall, synchronized projects’ supplies annual procurement plan, thereby minimizing ad hoc procurements, and aiding projects’ to better manage planned procurements and expenditures’

Staff Management & Supervision

Ensure, delegating as appropriate, that each offices’ procurement & logistics function is adequately staffed, managed and resourced
Ensure development, update and adherence to procurement & logistics policies and procedures at all office levels
Assist in recruitment of procurement & logistics staff and building of department’s staff capacity
Conduct performance appraisals for subordinate procurement & logistics staff and ensure relevant and up to date job descriptions at all times
Promote learning and development amongst procurement & logistics staff through on-job trainings, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance
Lead procurement & logistics subordinates by example in terms of work ethic, skills, knowledge development and integrity
Conduct structured trainings and capacity building of field office staff on procurement best practices

Other Responsibilities

Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance
Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
Ensure continuous innovations, adoption of best practices and regular reviews of procurement & logistics operations for optimal efficiency
Recommend any additional procurement & logistics procedures/guidelines to the Procurement and Logistics Manager for review, approval and adoption
Analyze risk areas in procurement & logistics operations and recommend mitigating solutions

Required Qualifications

Bachelor Degree or Advanced Diploma in Procurement and Supply Management
Possession of a Certified Procurement and Supplies Professional certificate by PSPTB/CIPS or its equivalent
At least 5 years work experience in a senior-level procurement and supplies position
Experience working with USAID-funded health projects and their reporting requirements is preferred
Registered with Procurement and Supplies Professional and Technician Board (PSPTB)
IT Savvy, including accounting soft wares and electronic procurement systems.

Knowledge, Skills And Abilities

Excellent communication and negotiating skills
High Integrity
Excellent interpersonal skills
Ability to work in a team setting and ability to provide suitable leadership
Flexible to travel (at least once a month)

Position Details

Job title: Procurement and Logistics Assistant

Location: Tabora

Reporting to: Finance and Administration Coordinator

Dotted Line manager: Procurement and Logistic Manager

Summary

Procurement and Logistics Assistant is responsible for coordination and facilitation of goods and services logistics, Tax exemptions and refund processing in accordance to donor requirement, reporting, invoice management and purchase requests processing under supervision and guidance from the Procurement and Logistics Manager.

Essential Duties And Responsibilities

To ensure that all office mails are delivered on timely fashion to specified destinations by user department and maintain effective communication and coordination with user department and the contracted courier company.

To prepare, coordinate and follow up of all VAT exemption/refund application forms at donor’s office and the government offices on timely manner and ensure proper filling of the granted exemptions is maintained in a sequential manner.

To ensure coordination with Administration department regarding maintenance/ repair of office vehicles and ensure the required documentation as per the foundation policy is properly maintained.

To ensure coordination of invoices management process to finance department by updating the invoice tracker, maintain and update its dispatch book and maintain the P&L copies in files sequentially.

To process purchase requests to purchase orders using the Foundations prequalified vendors in accordance to the foundations procurement policy under the guidance of the P&L Manager and produce orders expedition summary reports on weekly basis.

To execute any other duties as may be assigned by his/ her supervisor

Required Qualifications

Bachelor’s Degree or Advanced Diploma in Procurement and Supply Chain Management.
Professional registration with PSPTB is required.
Knowledge and experience with US donor’s rules and regulations in desired.
Knowledge with electronic procurement systems is desired.
At least two years’ experience in the related field

Knowledge, Skills And Abilities

Prior experience in Procurement and Logistics Management is an added advantage
Good oral and written communication skills

Knowledge and experience with US donor’s procurement and reporting rules and regulations in desired.
Knowledge with electronic procurement systems is desired.
Prior experience and knowledge in processing Tax exemptions & refund will be an added advantage

How To Apply

EGPAF is an equal opportunities employer and the position is open to all. Qualified candidates should submit a CV, cover letter and relevant certificates explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.

Submissions To Be Sent To

The Senior Human Resource Manager,

Elizabeth Glaser Pediatric Aids Foundation,

P.O. BOX 1628,

395 Ursino Park , Mwaikibaki Road, Morocco

Dar es Salaam, Tanzania.

Or e-mail: recruitment.tanzania@pedaids.org

Closing date: 09 th February 2018.

Only shortlisted candidates will be contacted.

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