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 has been receiving funds to support HIV prevention and treatment programs in Tanzania from the US President’s Emergency Plan for AIDS
Relief (PEPFAR) through the U.S. Centers for Disease Control and Prevention (CDC) since 2005.
In collaboration with the Ministry of Health, Community Development, Gender, Elderly and
Children (MoHCDGEC), ICAP has supported the government on health system strengthening, provided technical support especially on HIV prevention, care, and treatment, voluntary medical male circumcision services, and facilitated HIV prevention interventions in community settings.

From October 2016, ICAP has been receiving PEPFAR funding from CDC for a 5-year project delivering interventions as the community implementing partner. The project, known as FIKIA, provides community-based HIV prevention interventions including HIV testing to key and vulnerable populations (KVP). The goal of FIKIA is to accelerate, expand, and improve the quality of comprehensive community-based HIV prevention services to KVP in order to achieve 90-90-90 targets. FIKIA implementation spans a total of 50 districts across nine regions, including Kagera, Kigoma, Mwanza, Geita, Simiyu, Mara, Pwani, Tanga, and Dar es Salaam.

ICAP employs competent, dynamic individuals with strong technical knowledge and public health management skills in implementing the program objectives. ICAP is now seeking to fill the below positions:

Position Title: Logistics & Procurement Sub Unit Manager – Dar es Salaam (1 position)
(Tanzania Nationals Only)
Reports to: Director of Finance and Administration (DAF)
Job Location: Dar es Salaam

Overall Job Function:
The Logistics & Procurement Sub Unit Manager reporting to Director of Finance and Administration will be based in Dar es Salaam with the overall responsibility of managing Procurement/logistics and Grants and Contracts departments will work closely with finance Team, Other operational teams, SMT and Program Teams. He/she will also specifically work with other external and internal stakeholders such sector specialists/advisors, project managers and area coordinators at their respective field offices. In consultation with the Sub-grants Officers, she/he will ensure implementation of subgrants Policy and sub-contracting procedure of ICAP and donors Rules & Regulations at all levels in their respective regional Subs and Service Agreements.
This role also encompasses distribution management within logistics, including transportation, warehousing, and monitoring the flow of goods and supplies to the 10 regions where ICAP Tanzania work.

Specific Responsibilities and Duties:
Sub Grants and Agreements management:

• Identify potential Subgrants/Service agreements and establish relationships with
  selected Subs and Service agreements in the respective regional office in line with
  ICAP’s strategic priorities, policies, and procedures (including the sub-agreement policy in ICAP SOPs). Ensure a transparent Subs and Service agreements’ assessment process including Due Diligence and Subs and Service Agreements’ Capacity Assessment to
  support effective engagement in Subs and Service agreements with ICAP in the
  regions.
• Prepare a sub grant-opening meeting for all new Subs and Service Agreements.
  Participate in prospective Subs and Service agreements’ proposal review including
  review of the proposed budget and compile comments for further sharing with the DAF d Subs and Service agreements’ improvements through Subs and Service agreements representatives, Sub Grant Officer, DAF and Sub, and Service team in ICAP New York Office.
• Advice and support Programs for using the correct agreement formats according to the subgrants policy for any new subgrants engagements in line with ICAP SOPs. Prepare and support in MoUs, sub-grant agreements and ensure relevant sub-grant agreements documents are prepared before signing agreements. Monitor and conduct review of support documentation to ensure adherence of all clauses in subcontracts/ sub-grant agreements/MOUs are met by Subs and Service agreements under your supervision.
• Check the correctness of monthly and quarterly liquidations (CMER reports) & support documents from Subs and Service agreements and recommend the necessary improvements- Document any communications in subgrant files. Carry out autonomous field checks and visits to support and build capacities of the Field Subs and Service Agreements Finance teams. Prepare monthly & quarterly budget monitoring reports (burn rates) for Subs and Service agreements- as a monitoring mechanism to mitigate any over/underspent in time.
• Implement a mechanism to ensure joint monitoring and communication with Subs and Service agreements to maximize the impact of the project or strategic engagement in the respective region. Coordinate and participate in reviews of Subs and Service
  agreements’ work and facilitate Sub grant’s close out process with Subgrants
  Specialist.
• Help to promote quality & accountability practices among all implementing Subs and
  Service agreements through joint monitoring with Program staff and Subs and Service agreements representatives. Assist in providing technical assistance to Subs and Service agreements on issues related to CDC/ PEPFAR compliance, Budget Templates, and guidance on exchange rates (losses and gains).
• Support and conduct Risk/Capacity Assessment of potential Subs and Service
  agreements before any engagement with ICAP. Support Sub Grant Officer in
  the identification of capacity gaps of Subs and Service agreements and staff and help to develop plans to ensure capacities of Subs and Service agreements and staff are built accordingly.
• Any other responsibility as may be assigned by Line Manager

Procurement Logistics:

• Manage and ensure all deliveries to each required regions are completed effectively and all supplies are accounted for. Manage the delivery of goods/services to ICAP ensuring the team correctly accounts for all items. Ensure all procurement follows the organizational procurement procedures and all orders are made correctly with the right authorization
• Establish a clear procurement plan ensuring that requests are managed effectively ensuring sufficient time is provided to complete all necessary processes as per ICAP SOPs and funders regulations.
• Ensure all procurement requests are completed correctly and the duties of collecting quotations is segregated amongst the team to prevent conflict of interest in line with ICAP SOPs.
• Oversee the procurement analysis of all supplies/services by working with procurement team and ITC ensuring detailed procedure and selection process is clearly outlined in the analysis section. Support team members to present suppliers with procurement committee meetings. Ensure clear documentation for supplier selection is obtained for auditing purposes.
• Provide agenda; organize for all procurement committee (ITC) meetings with suppliers,
  detailing minutes of committee meetings.
• Ensure the Conflict of Interest Policy is upheld throughout all processes of procurement,
  Report to manager any concerns regarding procurement processes.
• Manage the Approved Supplier List. Ensure all suppliers uphold the terms and conditions of the agreement and in need of sourcing or changing current agreements organize procurement committee to facilitate any necessary additions and changes. Conduct price checks on all procurement conducted and manage the team to negotiate strong value for money.
• Manage all supplies for the organization, ensuring the administration teams are logging all incoming and outgoing supplies and any discrepancies are investigated and reported.
• Manage the process of procurement and delivery for project supplies to
  office/sites/training/events, ensuring all items are logged in and any extra supplies are returned back to the office and logged correctly where necessary. Organize quotations and payment of insurance and renew this annually.
• Maintain Agreementsords of Assets and inventory update disposal Plan as necessary.
• Any other responsibility as may be assigned by Line Manager

Requirements

• Bachelor degree in Business Administration-Finance/Accounting with Logistics and
  procurement background, MBA in Supply chain/Logistics is an added advantage.
• Eight (8) years’ of experience in public/private sector working within Logistics,
  Procurement and Grants Management AND at least 4 years’ experience in a similar role
• Must have sufficient expertise in management and capacity Building of Subs and Service Agreements.
• Must be familiar with PEPFAR/USAID and other donors’ rules & regulations.
• Must have sufficient knowledge of contract management.
• Good writing and analytical skills.

Application Instructions:

Qualified applicants should send their cover letter and CV by 08th June 2018 via email to icapjobs-tanzania@columbia.edu, mentioning in the subject line the Position Title and Job Location. 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. We also encourage Tanzanians living and working abroad in the diaspora to apply.