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New Job Opportunity Mwanza at Americares Tanzania – Project Administrative Officer

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Tanzania Jobs Portal - Career
Americares

Jobs in Tanzania 2021: New Job Vacancies at Americares – Tanzania 2021

Americares
Jobs 2021

TITLE: Project Administrative Officer – Community Partnerships for Respectful Care (CPRC) project
DEPARTMENT: International Partnerships & Programs
REPORTS TO: Tanzania Project Director, Community Partnerships for Respectful Care (CPRC) project
ASSIGNMENT TYPE: Full-time
LOCATION: Mwanza, Tanzania
LENGTH: 24-months with possibility to extend based on performance and budget
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ABOUT AMERICARES:
Americares
is a health-focused relief and development organization that saves
lives and improves health for people affected by poverty or disaster.
Each year, Americares reaches more than 90 countries, including the
United States, with life-changing health programs, medicine and medical
supplies. Americares is the world’s leading nonprofit provider of
donated medicine and medical supplies. For more information, visit
americares.org.

About Community Partnerships for Respectful Care (CPRC):

The
U.S. Agency for International Development (USAID) under the New
Partnerships Initiative (NPI) has awarded CPRC to the Americares
Foundation Inc. NPI is shifting the focus of USAID’s traditional
partners to mentoring, capacity-building, and technical oversight, by
using umbrella mechanisms and sub-awards strategically to enable new and
underutilized local partners to lead development in their own
communities and advance the Journey to Self-Reliance. USAID seeks to
expand its network of partnerships with local organizations because they
can mobilize quickly and take advantage of long-standing grassroots
relationships to bring needed interventions directly to people at risk.

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The
Americares Community Partnerships for Respectful Care (CPRC) project is
a five-year, $25 million effort under NPI to reduce mortality and
morbidity among mothers and their children through improved
community-based health care. Americares will work with Christian
Connections for International Health (CCIH) and its local affiliates in
the United Republic of Tanzania (Christian Social Services
Commission-CSSC) and the Republic of Liberia to leverage the expertise
and reach of local and locally established organizations, by building
their institutional capacity. This new partnership will work closely
with Tanzanian and Liberian communities and faith-based networks to
improve access to, and demand for, high-quality, community-based health
care for mothers, newborns, and children; voluntary family planning;
nutrition; and respectful maternity care

POSITION SUMMARY:
The
Project Administrative Officer will work under the direct supervision
of the Tanzania CPRC Project Director to perform her/his assignments
within the CPRC project teams. S/He will be the main point of contact to
plan and work on CPRC project administrative matters. S/He is expected
to provide consistent and timely support to CPRC team in Tanzania to
ensure compliance with USAID rules and regulations and Americares
policies and procedures, especially in ensuring timely project Annual
Work Plan (AWP) development, activities implementation, reporting, and
overall project cycle calendar.
Female candidates are strongly encouraged to apply.
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DUTIES AND RESPONSIBILITIES:

  • Supports
    Project Director and project team in coordination of project
    administrative, technical, and activities tasks schedules as applicable
  • Supports
    Project Director in coordinating CPRC project teams’ field work
    activities preparations, travels, and logistics, through close
    communications with the Finance and Operations Manager, Finance Officer,
    Human Resource & Logistics Officers, and Office Assistant to ensure
    smooth and timely execution of activities
  • Contribute to
    maintaining effective and productive communications and relationships
    with USAID Mission and relevant stakeholders, such as MOHCDGEC, PO-RALG,
    Implementing Partners (IPs), and external partners and existing health
    private sector networks
  • Supports project team in sub-grant and
    contract management by monitoring and facilitating tracking and
    accomplishment of milestones
  • Ensure project-related
    documentation including program files and project activities budgets are
    compliant, properly documented, and organized
  • Assists project team in the preparation, tracking and realignment of the CPRC project budget and sub-grant funding
  • Supports
    the Project Director and project team in development/submission of
    contractual requests to the mission requesting USAID concurrence for all
    international travels
  • Contributes to weekly updates and monthly reports, collection of CPRC success stories, best practices and lessons learned
  • Assist project team in preparing and keep tracking of project correspondence, reports, meeting schedules, and minutes notes
  • Work with the program and finance team in developing activity budgets and project activity advance requests
  • In
    collaboration with HR and Logistics Officer, identify and books venues
    for activities, prepare and dispatch participant and trainers invitation
    letters, confirm participant and trainer’s attendance, arrange
    transport, sources training materials and supplies, request audio visual
    equipment etc.
  • Ensure appropriate setup of the training hall
    and audio-visual equipment and oversee provision of conference services
    by the training centres
  • Ensure availability of refreshments, manage disbursement of funds for participants costs with finance team oversight
  • Coordinate
    with the finance team payments to vendors, reconcile and liquidate
    activity advances, provide secretarial support to project events, and
    carry out all other logistical tasks to ensure that activities are well
    organized
  • Coordinate project meetings, develop meeting agendas,
    invite, and remind attendees, take and distribute minutes, track
    agreement points and action plan items and send out reminders on due
    items
  • Draft, edit, copy, package and dispatch project documents, training materials and correspondence
  • Assist in compiling quarterly and annual project progress reports
  • Assist
    program teams with laying out and editing of presentations using
    PowerPoint, and ensure necessary approvals are obtained before
    publication of any project documentation
  • Contributes to weekly updates and monthly reports, collection of CPRC success stories, best practices and lessons learned
  • Compile
    and maintain an up-to-date inventory of all project reports and
    documents including monthly, quarterly, and annual narrative reports,
    activity reports, trip reports etc.
  • Track all due reports and
    deliverables and send out reminders to project staff and ensure usage of
    the designated reporting formats
  • Ensure adequate review,
    feedback, distribution and filing of the deliverables in a timely manner
    and according to project dissemination plans
  • Establish and
    maintain a central filing system for the project, both electronic and
    hard copy, ensuring integration of individual’s-maintained files and the
    central files
  • Work closely with Project MEL Specialist to
    establish and maintain a mini resource centre for the project, gathering
    and properly cataloguing project information and other relevant
    resources, and respond to miscellaneous requests for project information
  • Perform other duties as assigned by the Tanzania CPRC Project Director to ensure smooth project implementation

CORE AMERICARES RESPONSIBILITIES:
Foster Americares values of responsiveness, results orientation, collaboration, efficiency, and integrity
Coach, support and develop staff to increase individual and team effectiveness
Develop
and manage implementation of plans to increase team operating
performance, including SOPs and other efficiency initiatives

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MINIMUM Qualifications:

  • Bachelor’s
    degree in social sciences, arts with education, administration,
    management, or related field and at least five years of experience in
    support USAID funded projects administrative management roles
  • Experience working with international development organization and experience working with sub-grantees and vendors
  • Experience working in project knowledge management
  • Ability to multi-task and work in a team environment, as well as independently when require
  • Ability to perform program activities budget analysis, highly desirable
  • Excellent interpersonal skills and strong communications skills; ability to develop partnerships across sectors and cultures
  • Strong organizational skills, capacity to think strategically and attention to detail
  • Excellent English-language writing skills and demonstrated experience meeting USAID and other donor reporting requirements
  • Proficiency in Office 365 including Word, Excel, Teams, PowerPoint, and SharePoint
  • Willingness and ability to travel at least two weeks per month

Unrestricted authorization to work in Tanzania

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