CAREER OPPORTUNITY

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.

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

Primary Duties and Responsibilities

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.
• Analyses and presents financial reports in an accurate and timely manner; clearly communicating monthly and annual financial statements according to the APB; collates financial reporting materials for all donor segments, and oversees all financial, project/programme and grants accounting.
• Coordinates and leads the annual audit process, liaises with external auditors and the finance committee of the board of directors; assesses any changes necessary.
• Oversees and leads annual budgeting and planning process in conjunction with the ED; administers and reviews all financial plans and budgets; monitors progress and changes; and keeps senior leadership team abreast of the organization’s financial status.
• Manages organizational cash flow and forecasting.
• Implements a robust contracts management and financial management/reporting system; ensures that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
• Updates and implements all necessary business policies and accounting practices improving the finance department’s overall policy and procedure manual.
• Effectively communicates and presents the critical financial matters to the board of directors.

Financial Processing

• Oversees and leads annual budgeting and planning process (APB) in conjunction with the ED and Head of Programmes (HOP); administers and reviews all financial plans and budgets; monitors progress and changes and keeps senior leadership team abreast of the MA’s financial status.
• Oversees and supports the preparation of annual financial statements
• Oversees the day-to-day financial processes i.e., process accounts payables and receivables, obtains payment authorities, record in accounting system in use by the MA & prepares for payment, processes online payments and record payments.
• Closely monitors the creditor and debtors aging reports and take appropriate action
• Ensures regular reconciliations of all bank accounts is conducted; reviewed and approved.
• Ensures accurate accounting by the clinics and project offices on a regular basis
• Makes proper arrangements for petty cash at the HQ and across all clinics and project offices.
• Ensures there are adequate records for accruals and monitors these, taking appropriate actions.
• 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.
• Coordinates and leads the annual audit process, liaises with external auditors and the finance committee of the board; assesses any changes necessary.

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 in accordance with UMATI & IPPF Standards
• Responsible for budgeting for all training and developmental needs identified during performance appraisals
• Ensures that recruiting processes are consistent and streamlined.
• Establishes and manages a comprehensive training programme to educate employees regarding staff tools, policies, and procedures with a view of inculcating a new culture at UMATI.
• Works closely and transparently with all external partners including third-party vendors and consultants.
• Oversees administrative functions, vehicle management as well as facilities to ensure efficient and consistent operations of the organization
• Ensures that all government and legal requirements are respected to the letterManages the associations property and ensures leases, security arrangements and insurances are in place
• In conjunction with the ED, ensure an “arm’s length relationship” between KABIU & UMATI.
• Makes arrangements for the maintenance of high cleanliness and hygiene standards in conjunction with all the project offices and clinics in charges and budget for adequate furnishing
• Ensures there are adequate procedures for vehicles usage and that these are respected.

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.
• Oversees the processing of leaves records ensuring no more than 10 days leave is accrued.
• Prepares yearly Payroll reconciliations & Payroll taxes Summaries.

• Supports all other employer payroll related requirements.
• Ensure on positions which are in the APB or budgeted for in restricted projects are filled.

Risk Management

• Works with the ED on risk management, disaster recovery & contingency planning.
• Works with ED to assess, arrange & review all insurance covers.
• Processes & maintains appropriately financial records.
• 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.

Staff Management

• In conjunction with the HRM and ED, facilitates all recruitment processes at MA level based on MA policies, IPPF standards and country laws
• Under the leadership of the ED, coordinates the recruitment, interview and selection of qualified Finance and Administration Staff.
• Establishes and implements a performance management process for all Finance and Operations staff

• Ensures that all Finance and Operations staff receive an appropriate orientation to the office management processes and procedures
• In conjunction with Human Resources Manager, ensures job descriptions of all staff are reviewed regularly.

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.
• Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors; knowledge of accounting and reporting software.

• Commitment to training programs that maximize individual and organization goals across the organization.
• 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.
• Comprehensive donor related operations, programmes and grants management
• Knowledge of leadership and financial management principles as they relate to non-profit/voluntary organizations.
• Possession of outstanding managerial and administrative competences.

• Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
• Honest and trustworthy
• High Level of Computer literacy in Office applications
• Demonstrated experience in organizing resources and establishing priorities

• Ability to challenge and influence others at all levels, persuade and build coalitions and networks.
• Good multi-tasking skills with the ability to wear many hats in a fast-paced working environment
• Strong negotiation skills and decision-making skills
• Ability to operate under pressure and tight deadlines

• Positive and pragmatic approach to achieving results
• Strong interpersonal skills and a team player
• Ability to analyse problems and recommend a course of action
• Strong leadership and people management skills
• Possession of a valid Driving licence
• Willing and able to travel extensively on UMATI business
• Personal qualities of integrity, credibility, and dedication to the mission and values of UMATI.