Job Description
Overview
ICAP at Columbia University is a Non-Governmental Organization affiliated with Columbia University’s Mailman School of Public Health (MSPH) registered in Tanzania as MSPH Tanzania LLC since February 2005 (SO No. 12987). ICAP currently operates in nine regions across Tanzania and employs over 230 full-time staff to facilitate public health interventions in close collaboration with the Ministry of Health, Community Development, Gender, Elderly, and Children (MoHCDGEC) and the National AIDS Control Program (NACP). Since October 2016, ICAP has been receiving PEPFAR funding from Centers for Disease Control and Prevention (CDC) for a 5-year project delivering HIV interventions as the community implementing partner. Known in country as the FIKIA Project and currently in Year 4 of 5 for implementation, the project’s goal is to accelerate, expand, and improve the quality of comprehensive community-based HIV prevention services to key and vulnerable populations (KVP).
The program provides a wide set of community interventions to support PEPFAR 95-95-95 goals including targeted HIV testing, HIV self-testing (HIVST), same-day ART initiation, peer-based outreach and counseling, TB screening, delivery of pre-exposure prophylaxis (PrEP), DREAMS interventions, and linkage case management (LCM) for early retention in care. FIKIA implementation currently spans nine regions including Kagera, Kigoma, Mwanza, Geita, Simiyu, Mara, Pwani, Tanga, and Dar es Salaam, with ambitious annual program targets in the current year including delivering HIV testing to nearly one million people, diagnosing over 39,000 new cases of HIV, and reaching over 230,000 KVP with essential evidence-based HIV prevention interventions.
JOB TITLE: Contract and Compliance Assistant (1 vacancy)
Job Description
Reports to: Procurement, Logistics, and Subgrants Manager
Travel: Up to 40% in the intervention region
Overall Job Function:
The Contract and Compliance Assistant will provide efficient and effective contract compliance support to operational and program staff at ICAP Central and Regional Offices, ensuring that narrative and financial reports are prepared according to donor, requirements, that projects are properly budgeted for and reported on, that funds are called forward and transferred in timely fashion, and that contractual requirements are met. The Contract and Compliance Assistant will assist operations and program staff to monitor performance and ensure maximum utilization of funds available and the avoidance or disallowed costs and underspends. The Contract and Compliance Assistant should ensure that donor regulations are fully adhering to internal quality standards and that the requirements in our various grant contracts and projects are met.
Specific Responsibilities and Duties:
General Responsibilities
1) Keep up to date donor reporting requirements and communicate changes to program staff/regional/country offices as appropriate.
2) Monitor grant contracts and ensure full compliance with donor requirements. This includes building positive relations with donors and program staff; to ensure that accurate reports are submitted timely.
3) Keep and maintain good relationships with key contacts and support ICAP Central and regional staff in liaison with donors on specific financial, contractual and reporting issues.
Contract and Compliance Management
1) As needed, assist the finance and program staff in the development of budgets, contract negotiations, review of contracts and contract reporting/analysis.
2) Review project budgets, incorporating central costs and ensuring presentation in donor format and that they meet donor requirements.
3) Ensure correct sign off is obtained prior to submission of proposals or acceptance of contracts and provide all supporting documentation needed.
4) Maintain effective records of all FIKIA grant activity (current projects, applications, donors, report time frames and transfer schedules) via a regularly updated database.
ajira 5) Support the Procurement, logistics and subgrants Manager in drawing up Memorandum of Understanding, agreeing internal roles and responsibilities for each contract, defining responsibilities for monitoring, reporting, donor liaison, compliance, financial management, evaluation and audit process
6) Ensure that all contract information is accurate, appropriately filed, current and available to all who use it.
7) Make operational and programmatic staff aware of contract requirements and monitor compliance closely working with FIKIA communications and program teams to ensure that donor visibility requirements are met.
8) Ensure all Grants’ financial and contract issues are properly completed at the closeout of contracts.
9) Manage the Management Information Systems and Tools.
10) Ensure systems are in place to gather all information required to meet internal and external contract conditions and coordinate regularly with relevant regional/country offices in relation to grant contracts, ensuring that information flow is timely and appropriate actions are taken as needed.
11)Review and obtain contract amendments in liaison with the regional/thematic lead person.
12) Assist in the development of program financial, implementation, monitoring, evaluation tools, and support FIKIA program staff in their effective use.
13) Ensure that information systems interface effectively with finance, operations, and other central services.
14)Conduct Project Reviews and Audits.
15) Assist in the preparation of external project reviews and project audits, responding to queries and to advise managers at all levels on appropriate steps to take to achieve compliance and meet agreed standards.
16)Regularly update Procurement, logistics and Subgrants Manager to ensure that all issues of non-compliance are raised with the relevant senior manager.
17) Perform any other duties as assigned by the supervisor.
Required Qualification, Knowledge and skills:
1) Required Education: Bachelors’ Degree from a recognized University preferably in Finance/Accounting or Economics. MBA will be an added advantage.
2) Required Experience: Minimum of 3 years’ experience on Contract management, Risks and compliance, subs and service agreement.
3) Membership to professional bodies like Institute of Internal Auditors, Institute of Fraud Examiners, National Board of Accountants and Auditors (NBAA) and must have a CPA.
4) Demonstrated experience of managing projects and project accounting processes, involving more than one partner to strict funding criteria and on the ground outcomes.
5) Significant experience of budgeting, monitoring expenditure, preparing financial reports, reconciling project accounts
6) Self-motivated and able to work alone, whilst also good as working as part of a team.
7) Able to manage large portfolio/heavy workload and to deal with competing demands from various quarters.
8) Verbal communications and inter-personal skills including the ability to communicate clearly and assertively with a wide range of people from different cultures.
9) Good analytical skills and ability to deal with large quantities of financial data.
10) Influencing and negotiation skills including the ability to represent FIKIA Project in external meetings.
11) Writing, reporting and editing skills including the ability to present information in a coherent manner.
12) Work as part of a multi-national team and to manage and develop relationships both internally and externally.
Application Instructions:
Qualified applicants should send their cover letter and CV by 4th November 2019 via email to icap-jobs-tanzania@cumc.columbia.edu, mentioning in the subject line the Position Title. Only shortlisted applicants will be contacted. Please DO NOT attach any certificates when submitting online. ICAP is an equal opportunity employer; women are encouraged to apply.