Position:                    Policy & Compliance Officer

Agreement:               Renewable contract

Reporting line:         Reports to Managing Director

Vacant Post:             1

Work station: HQ Office, Morogoro Municipal,

Purpose / Role: With a direct report to the Managing Director’s office, the Policy & Compliance Officer will be responsible to monitor all operational processes or procedures using a compliance management system to ensure that all legal regulations and ethical standards are adhered to. S/he will be responsible for ensuring policies, and contractual and regulatory compliance withthe organization. S/he will work closely with the organization management heads i.e., Program and Finance to ensure that all project offices receive seamless and rigorous compliance support.The Policy & Compliance Officer will have a deep understanding of the rules and regulations of Tanzania as wellas the major US and European donors. S/he will lead the design and implementation of initiatives to further develop the compliance expertise of all HACOCA’s project teams and other organization-based staff. S/he will oversee the compliance management through all steps in the organization’s operations. Her/his role will be pivotal for building and maintaining the culture in which employees are expected to do the right thing – not the fast thing.

Roles and Responsibilities

1. Compliance

• Responsible toensure that all statutory/ legal regulations and ethical standards by the organization, government authority, and donors are monitoredand followed.
• Reports and advise the organization through management on matters of government and donor compliance and quality assurance required for the organization;
• Acts as the central authority for all HACOCApolicies, rules, and regulations, advises the organization to ensure that all activities operate in a compliant fashion and that staffhas sufficient training and development in applicable contracting and compliance practice.
• Reviews and analyses incoming awards from donors, interpreting, clarifying, and specifying terms and conditions; and develops systems and processes to ensure compliance with and consistent application of donor rules and regulations.
• Manages all collaborativeagreements and other contractual engagements with our alliance partners.
• Works with the Head ofFinance, Programme,and project teams on effective operational start-up of new projects, including compliance reviews, a correct adaptation of standard operating procedures, provision of correct templates, procedures, and guidance/advice to program teams. Field visits where possible and necessary.
• Monitors, researches, and responds to donor and statutory requirements as they related to contractual compliance, risk management, and data transparency.
• Works closely with the finance and Administration Manager to develop and implement an effective internal compliance system.
• Prepares formal contract amendment requests to donors. Seeks necessary inputs from program and finance staff.
• Regularly evaluate and prepare general institutional compliance status reports and inform the management for action/ improvement

2. ProcurementManagement:

• Advises staff on donor requirements for procurements during the preparation of procurement documents and throughout the process. Controls the maintenance of internal records for all procurements.
• Leads the development of project procurement plans to ensure internal and donor compliance. Socialises plans with responsible staff.
• Leads the design and administration of large procurements of goods and services. Negotiates terms and conditions with vendors.
• Continuously reviews HACOCA’s policies and procedures to ensure they are up to date with best industry practices.

3. Development:

• Advises the Resource mobilization teamon key considerations relating to donor compliance.
• Reviews narrative and budget proposals to prospective donors ensuring accurate, complete, and consistent submissions; compliance with donor requirements; appropriateness and sufficiency of budgets.
• Coordinate the review and development of policies in compliance with government and other international/ universal standards.

4. Training:

• Develop and facilitate effective compliance and ethics training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers.
• Provides regular training on organization, donor, and government statutory regulations to staff.

5. Other:

• Identify potential areas of compliance exposure/vulnerability and assist in the development of corrective action plans for the resolution of problematic issues.
• Actively administer and contributes to corporate-level risk management; monitoring and mitigationby periodic performing a risk assessment of existing procedures and practices.
• Other responsibilities at HACOCA as assigned by the Head of Finance and Administration.
• Participate in the investigations of any unethical practice if/where it arises within the organization.
• Make constant monitoring /follow up to the noncompliance matters raised internally or by external auditors to ensuring are timely resolved

Essential Qualifications, Knowledge, Skills & Experience:

• A bachelor’s degree in Accounting, Finance, Law, or in relation to the position.
• Candidates with CPA or ACCA qualification or equivalent.
• 1 – 2 years of previous work experience in Audit (external and/or internal) or Compliance.
• Have a depth capacity to interpret policies, procedures rules, and regulations and assist staff with their comprehension of these.
• Knowledge of all local legal requirements including registration, taxes, and local labor laws.
• Excellent communication and writing skills in English.
• Analytical, with an eye for detail and good interpersonal skills
• Organized, efficient, and timely, in managing assigned tasks
• Professional in appearance and mannerisms with exemplary ethical standards
• Experience working with international NGOs, local civil society organizations, government, and bilateral and multilateral donors in a multicultural, politically sensitive environment is an advantage.