Job vacancies at CIHEB Tanzania

Position: Procurement Officer

Reports to: Human resources and Operations Manager

Location: Dar es Salaam

Job Summary:

The Procurement Officer will be responsible for managing the procurement activities of the project in compliance with CIHEB Tanzania policies & internal procedures as well as USAID rules & regulations. This position ensures that all goods and services required for office operations and project implementation are procured efficiently, transparently, and in accordance with applicable laws and guidelines.

The Procurement Officer will play a key role in supporting the overall success of the project by managing the procurement cycle from planning to contract administration, while maintaining a high standard of accountability and ethics in all procurement-related activities.

Key Responsibilities:

Procurement Planning & Management

Develop and implement procurement plans in alignment with project goals and timelines.
Coordinate with project team members to identify procurement needs and ensure timely delivery of goods and services.
Maintain and update the procurement tracker to monitor progress and resolve delays.

Compliance & Policy Adherence

Ensure that procurement activities comply with USAID regulations, policies, and procedures, as well as with local laws and the organization’s procurement manual.
Maintain documentation to ensure full audit trail and compliance with USAID and internal audit requirements.
Monitor changes in USAID procurement policies and advise project leadership on necessary updates or adjustments.

Vendor Management

Identify, evaluate, and select qualified vendors and suppliers based on technical, financial, and logistical criteria.
Obtain quotations, negotiate prices, and recommend vendors for approval.
Maintain effective communication with vendors to ensure the timely and accurate delivery of goods and services.
Manage vendor contracts, ensuring they are executed according to agreed terms and conditions.

Procurement Documentation & Reporting

Draft and maintain procurement contracts, purchase orders, and related documents.
Prepare and submit regular procurement reports to the Human Resources and Operations Manager, as required.
Ensure proper filing and organization of procurement records for future reference and audits.

Procurement Logistics & Delivery

Oversee the delivery and receipt of goods and services to ensure they meet the specifications, quality standards, and timelines.
Coordinate with logistics and warehouse staff to ensure the smooth handling of inventory, including proper documentation of receipts and deliveries.

Collaboration & Stakeholder Engagement

Collaborate with technical and programmatic teams to ensure timely and efficient procurement of needed materials and services.
Provide training and guidance to project staff on procurement processes and best practices.

Risk Management

Monitor potential risks in procurement process and implement mitigation strategies to avoid delays or issues.
Proactively resolve procurement-related challenges in a way that minimizes project disruptions.

Ethical Standards and Integrity

Maintain high ethical standards in the procurement process, ensuring transparency and fairness in all activities.
Report any fraud, waste, or abuse in the procurement process to the appropriate authorities.

Qualifications:

Education:

Bachelor’s degree in business administration, Supply Chain Management, Procurement, or a related field.
Certification in procurement or supply chain management (e.g., CPP, CIPS) is an added advantage.
Knowledge and/or Training of USAID Rules and regulations in procurement planning and execution

Experience:

Minimum of 5 years of experience in procurement, preferably with donor-funded projects.
Proven experience in procurement planning, managing contracts, and dealing with vendors and suppliers.
Familiarity with USAID procurement regulations (FAR, ADS 302, etc.) is highly desirable.

Skills:

Strong negotiation skills and ability to manage multiple tasks and deadlines.
Excellent written and verbal communication skills in English.
Proficiency in MS Office (Excel, Word, PowerPoint) and experience with procurement management software.
Attention to detail and high level of organizational skills.
Ability to work in a team-oriented, cross-functional environment.

Additional:

Ability to work in a fast-paced environment and handle multiple competing priorities.
Strong ethical standards and commitment to transparency and accountability.

Position Title: Human Resources Officer

Reports To: HR and Operations Manager

Location: Dar es Salaam

Job summary

The Human Resources Officer will be supporting the HR and Operations Manager and the department in managing key HR functions, including recruitment, onboarding, and ensuring compliance with labor laws and organizational policies. The HR Officer plays a vital role in coordinating staff training and development initiatives, processing staff benefits, and assisting in the implementation of HR strategies to enhance employee engagement and performance while promoting a positive workplace culture.

KEY RESPONSIBILITIES

Recruitment and Onboarding:

Assist in drafting job descriptions, posting vacancies, and coordinating the recruitment process.
Screen applications and schedule interviews in collaboration with hiring managers.
Conduct orientation and onboarding sessions for new hires.
Perform reference and background checks for new hires and discuss results with hiring managers.

Employee Records and Documentation:

Maintain accurate and up-to-date employee records, including contracts, personal information, and performance evaluations as per CIHEB Tanzania, Donor and Labour Law.
Ensure confidentiality and compliance with data protection regulations.

Compliance and Policy Implementation:

Ensure HR practices comply with local labor laws and organizational policies.
Assist in developing, updating, and implementing HR policies and procedures.

Employee Relations:

Address employee queries and provide guidance on HR policies and procedures.
Support conflict resolution and disciplinary processes.

Performance Management and Training:

Ensure all phases of the performance management system are implemented according to CIHEB Tanzania guidance, i.e. performance and development planning, coaching, assessment and mentoring

Organize training sessions and professional development initiatives for staff.

Payroll and Benefits Administration:

Collect and verify payroll data, including attendance and leave records.
Assist in managing employee benefits programs, including health insurance and pensions.

HR Projects and Reporting:

Support HR initiatives such as employee engagement surveys, wellness programs, and team-building activities.
Generate reports on HR metrics such as turnover, absenteeism, and training.

Manage staff separation process including exit interviews, separation letters, clearance, ensuring policies and procedures as well as local labor laws have been followed.

Perform any other related work as required.

MINIMUM REQUIREMENTS:

Qualifications and Work Experience:

Bachelor’s degree in human resource management, Business/Public Administration or related field required.
Minimum of 4 years relevant work experience, preferably with recognized NGO

Knowledge and Skills:

Excellent knowledge of HR management best practices as an HR Generalist, including organizational development
Sound knowledge of local labor laws and ability to understand and interpret legislative and policy issues
Good coaching and mentoring skills
Good planning, monitoring and organizing skills and experience
Able to maintain confidential information
Results-oriented and ability to work with minimum supervision
Excellent communication, interpersonal and negotiation skills
Ability to use MS Windows and MS Office packages (Excel, Word, PowerPoint), Web Conferencing Applications, HRIS

Position: Logistics and Office Assistant

Reports To: HR and Operations Manager

Location: Dar es Salaam

Job summary

The Logistics and Office Assistant will support office operations by maintaining CIHEB Tanzania office systems, handling logistics, and assisting in administrative tasks. This role is essential for ensuring the smooth day-to-day operation of the office and efficient coordination of logistics activities.

Key Responsibilities:

With respect and courtesy receive visitors and direct them to the related units/departments as appropriate.
Maintain a record of the visitors to the office and ensure that the “Guest Book” is duly signed.
Ensure that the reception area is kept neat, clean and tidy – projecting a professional work environment.
Receive all incoming and outgoing calls and direct them as appropriate and make sure that all outgoing phone calls are registered at the office telephone registration book.
Date, stamp and initial all incoming correspondences and ensure that they are routed to the HR and Operations Manager.
Maintain the filing system at the reception area and make sure copies of all incoming and outgoing correspondences are filed chronologically.
Send and receive pouches and ensure pouch lists are reviewed and verified by the HR and Operations Manager.
Ensure that office telephone lines at the reception area are in working status and report any faults of the same to the logistics Assistant and service providers for necessary action.

Property management

Responsible for managing the CIHEB Tanzania Master Inventory
Ensure that assets are inventoried according to CIHEB Tanzania policies and procedures, coded and the Inventory is updated
Produce periodic reports on the Master Inventory for internal use .
Ensure that property (office equipment, furniture, fixtures, etc) have valid insurance covers.
Prepare the Fixed Assets Notification forms for CIHEB Tanzania management
Participate/facilitate the annual physical counts
Advise management on the “conditions” of property for replenishment and disposal purposes.

Project Administration:

Managing Program correspondences, Assist and do necessary arrangements for meetings, trainings, workshops and conferences being organized in the office for both technical and support staff as and when needed.

Scan program and Operation documents as and when requested/needed.
Provide general administrative support to staff as needed

Travel Arrangements:

Coordinate travel logistics for employees, including flight and accommodation bookings.
Prepare travel itineraries and manage travel expense documentation.

Confidentiality

Keep all documents and information related to CIHEB Tanzania program activities, personnel and development plans confidential.
Adhere to CIHEB Tanzania principles of confidentiality in relations to staff, partners, vendors and other.
Report to the management potential irregularities or any misbehavior that occurs.

Qualifications

Advanced Diploma/bachelor’s degree in Logistics, office management, or Business Administration.

Minimum of 3 years of working experience in the field of Administration with recognized NGOs
Fluent in English (Oral and written) and good command on local language (Kiswahili).
Be computer literate – especially in word processing and spreadsheet.
Good knowledge of Microsoft applications including excel & emails “Outlook”.
Ability to operate telephone, scanner and photocopier machines effectively.
Ability to learn quickly, strong self-training readiness.
Must be a self-starter with excellent teamwork skills.

Capable of working in a multi-national/cultural environment.
Training or knowledge of project management will be an added advantage
Experience in working for a donor funded NGO is an added advantage
Possess good interpersonal, Communication, and organizational skills

Instructions for Submitting Applications:

All applications should be submitted electronically to: HR@cihebtanzania.org
All applications should include a cover letter that details one’s suitability for the job highlighting key functional areas, expected qualifications, and experiences.
Candidates should attach a CV/Resume that highlights one’s key achievements in areas relevant to the job.
Job-related qualifications and experience are the basic minimum requirements that each applicant must meet to be considered for interviewing.
Applications should include 3 references that are familiar with applicant’s work experience. References should include contact information including daytime phone, and e-mail address.
All applicants should include daytime phone and email contact information.
The deadline for application is 23rd December 2024 at 5:00PM EAT. Applications received after the deadline will not be considered.

CIHEB Tanzania is an equal opportunity employer and encourages all qualified persons to apply regardless of gender, religion, ethnicity, or any other status variable.

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