Head Of Operations and Institutional Systems Development
Our
client Chama cha Uzazi na Malezi Bora Tanzania (UMATI) is an
autonomous, not for profit, non-political national NGO providing Sexual
and Reproductive Health (SRH) information, education, and services in
Tanzania. UMATI was established in 1959 and is a full Member Association
(MA) of the International Planned Parenthood Federation (IPPF). UMATI
is inviting dynamic and result oriented persons to fill the position of
Head of Operations and Institutional Systems Development. The job
requirements are listed below:
Job Title: Head of Operations & Institutional Systems Development (HOISD)
Division: Operations & Institutional Systems Development
Location: Dar es Salaam
Responsible to: Executive Director
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
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.
- Coordinates
and leads the annual audit process, liaises with external auditors and
the finance committee of the board of directors; assesses any changes
necessary.
Financial Processing
- Oversees and leads annual budgeting and planning process (APB) in conjunction with the ED and Head of Programmes (HOP);
- Oversees and supports the preparation of annual financial statements
- Closely monitors the creditor and debtors aging reports and take appropriate action
- 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.
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
- Establishes and manages a comprehensive training programme to educate employees.
- Oversees
administrative functions, vehicle management as well as facilities to
ensure efficient and consistent operations of the organization In
conjunction with the ED, ensure an “arm’s length relationship” between
KABIU & UMATI.
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.
- Supports all other employer payroll related requirements.
Risk Management
- Works with the ED on risk management, disaster recovery & contingency planning.
- Works with ED to assess, arrange & review all insurance covers.
- 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.
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.
- Experience
selecting and overseeing software installations and managing
relationships with software vendors; knowledge of accounting and
reporting software. - 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.
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 [email protected].
The
position should be the subject of the email application. Only
shortlisted candidates will be contacted. The deadline for submitting
the application is on 19th December 2021.
UMATI is an equal opportunity employer. Women and people with disability are highly encouraged to apply.
