Job openings at ACDI/VOCA January, 2023
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ACDI/VOCA is a global development organization working in over 60 countries around the world. In Tanzania, ACDI/VOCA is implementing the USAID-funded Feed the Future Tanzania Kilimo Tija Activity, which aims to transform the Tanzanian horticulture market system into a more vibrant, competitive, resilient, and inclusive one capable of fueling sustained growth and drawing in new market participants.
ACDI/VOCA believes that all people should have the opportunity to achieve better lives for themselves, their families, and their communities. With diverse partners, ACDI/VOCA empowers people to succeed in the global economy.
ACDI/VOCA is currently seeking qualified candidates for the following open positions:
(I) Grants Specialist
Pursuant to its mission, ACDI/VOCA is seeking an experienced and talented professional for the Grants Specialist position. The position will be based in Dar es Salaam and will be responsible for providing support to the grants team on all matters related to the implementation of the grants program.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Assist the Grants Manager in maintaining confidentiality and providing prompt and accurate responses to applicants and interested parties during the solicitation process.
- Perform background and verification checks on individuals and organizations in accordance with donor requirements.
- Support partners in preparing monthly invoices and reports, ensuring compliance with USAID and ACDI/VOCA policies and procedures.
- Review partner invoices for compliance with contractual requirements and assist with managing partner fund requests and projections.
- Conduct partner training on invoicing, reporting and compliance as needed.
- Monitor grantee implementation of activities, maintain grant records and assist with partner closeouts.
- Assist the Grants Manager with tracking grant budget expenditures and compliance.
- Support implementation, and monitoring of individual grantee work plans via regular check-ins with project administration, field technical staff, grantees, and the Grants Manager.
- Keep records of grants, such as copies of filed reports, materials used for grant proposals, and other grant documents.
- Conduct field visits as needed to monitor grantee activity implementation. Ensure that the implementation of activities is in accordance with the agreement.
- Help with partner closeouts. Assist the grant managers in preparing closeout letters and memorandums during the partner closeout stage and follow up on the required documentation.
- Performing any other duties that the grant manager may assign.
MINIMUM QUALIFICATION:
- A bachelor’s degree in finance, business administration, accounting, or a related field
- Minimum of 4 years of experience working with USAID projects or related donor-funded projects. knowledge of USAID policies, guidelines, rules, and regulations
- Good communication and interpersonal skills
- Good record management, documentation, and filing skills
- Good skills in MS Word, Excel, PowerPoint, and emailing.
- Ability to work in partnership with local communities and NGOs as appropriate.
(II) Accounting Assistant
Pursuant to its mission, ACDI/VOCA is seeking an experienced and talented professional for the Accounting Assistant position. The position is based in Dar es Salaam and responsible for processing financial documents, assist in maintaining financial records and reporting, and helping to strengthen financial controls and systems to ensure greater operational efficiency and effectiveness. Assists with day-to-day administrative issues, responding to all ACDI/VOCA departments’ related requests.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Processing financial documents.
- Receives and processes all field office travel advances, payments to vendors, and employee expense reports on time, and makes sure that evidence of spending meets ACDI/VOCA standards.
- Make sure all supporting documents are attached and follow the policies and procedures of USAID and ACDI VOCA.
- Make sure that full disbursement voucher packs are scanned, physically filed, and uploaded to SharePoint every day and every week.
- Ensure that all disbursement vouchers are properly discharged.
- Ensure that vendors are paid in a timely manner.
- Maintaining financial records and reporting.
- Ensure proper documentation and record-keeping for all transactions.
- Keeps a file system for all financial documents so that they are easy to find at any time.
- Ensure that vendors confirm and acknowledge payments and submit EFD receipts.
- Complies with ACDI/VOCA Financial and Administrative policies regarding financial activities.
- Assist in maintaining an effective internal control system to ensure the prevention and detection of fraud and errors.
- Supports internal and external audits.
- Assisting in the training of administration staff with ACDI/VOCA accounting procedures, such as petty cash management, including occasional field visits to regional offices.
- Performs any other duties that the supervisor may assign.
QUALIFICATION REQUIREMENTS:
- Bachelor’s degree or Advanced Diploma in Accounting/Finance from a recognized higher learning institution.
- Minimum of 2 years work experience in Accounting or Financial Control with USAID Funded projects.
- Knowledge of an accounting package such as QuickBooks will be added advantage.
- Proven ability to effectively use spreadsheets, word processing and MS Outlook.
- Ability to exercise appropriate judgment and tact while protecting confidential information.
- Excellent interpersonal skills as necessary to work effectively with persons on all levels both inside and outside the company.
- Demonstrated ability to work effectively, both independently and in a team environment, in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
- Accuracy, attention to detail.
- Ability to speak and write fluently in English.
(III) Accountant
Pursuant to its mission, ACDI/VOCA is seeking an experienced and talented professional for the Accountant position. The position is based in Dar es Salaam and responsible for performing a variety of accounting duties involving preparing, maintaining, verifying, and reconciling financial transactions, statements, records, and reports. Assists in the preparation of the annual audit, monthly reports, year-end closing, and statutory compliance. Supports adherence to ACDI-VOCA and USAID rules and regulations with strict emphasis on internal controls while ensuring that all financial related documents are well organized and filed.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Processes financial documents.
- Assist with the processing of all field office travel advances, payments to vendors, and employee expense reports on a timely basis and ensure that evidence of expenditure meets ACDI/VOCA standards.
- Prepares journal vouchers for review, approval, and authorization.
- Confirms that the coding of financial transactions is complete and accurate in the disbursement voucher pack and reviews all other supporting documents to ensure that they are valid for reimbursement. confirms that the staff have no outstanding advances.
- Initiate payments within the banking and mobile systems.
- Comply with ACDI/VOCA financial and administrative policies regarding financial activities.
- Assist in maintaining an effective internal control system to ensure the prevention and detection of fraud and errors.
- Maintain program accounts in accordance with USAID and ACDI/VOCA accounting rules and regulations. This includes, but is not limited to, the general ledger, cashbook, journal entries, etc.
- Help with the financial reporting process at the end of the month by reconciling bank accounts, mobile transactions, and balance sheet items and looking into any discrepancies and oddities.
- supports internal and external audits.
- Financial record management
- Organize accounting and record keeping systems and procedures for filing and easy retrieval of records.
- Ensure that disbursement voucher packs are filled out correctly and that financial documents are scanned and ready to be uploaded to SharePoint every day and every week.
- Posting financial transactions into ACDI’s accounting system (QuickBooks) on a weekly basis.
- Ensure all supporting documents are attached and compliant with USAID and ACDI/VOCA policies and procedures.
- Perform any other duties that the finance manager may assign.
QUALIFICATION REQUIREMENTS:
- A bachelor’s degree or Advanced Diploma in accounting or finance from a recognized higher learning institution
- at least three years of experience working on USAID-funded projects in accounting or financial control.
- demonstrated strong knowledge of standard accounting practices (GAAP) and basic financial management.
- Knowledge of applicable related rules and regulations, as set out by ACDI-VOCA and USAID, will be an added advantage.
- working knowledge of an accounting package such as QuickBooks will be an added advantage.
- Good analytical skills, including the ability to collect and analyze data and come up with good suggestions for what to do,
- proven ability to effectively use databases, spreadsheets, word processing, and position-specific software.
- ability to exercise appropriate judgment and tact while protecting confidential information.
- Excellent interpersonal skills are necessary to work effectively with people on all levels, both inside and outside the company.
- demonstrated ability to work effectively, both independently and in a team environment, in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
(IV) Procurement Specialist
Pursuant to its mission, ACDI/VOCA is seeking an experienced and talented professional for the Procurement Specialist position. The position will be based in Dar es Salaam and will be responsible for assisting the Grants Manager at Kilimo Tija Activity with Grants Under Contract (GUC) procurement duties. This position will help with procurement for activities related to partnerships. This includes making sure that USAID and ACDI/VOCA policies and procedures are followed, monitoring, and implementing GUCs, and making sure that vendors are following their contracts.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- works with partners, grant teams, and technical staff to create a statement of work or any other technical specifications needed before submitting a procurement requisition.
- Coordinate with partners, technical staff, and the Grants team about the budget and specifications for the items that will be procured.
- Perform market research to find item specifications and appropriate vendors for the proposed procurement.
- Prepare, review, and issue solicitation documents, and oversee the generation of competition documents.
- Conducts best value selection in close collaboration with the procurement requester.
- Coordinate the implementation of contracts and procurement procedures with vendors.
- Conduct due diligence on the awarded procurement.
- Keep an up-to-date list of local vendors and their prices to help you make a budget.
- Facilitate asset handing over procedures and the disposition exercise during partner closeouts.
- Monitor vendor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance with the procurement terms and conditions.
- Maintain the overall integrity of the procurement filing system.
- Maintain and organize both electronic and hardcopies of procurement files.
- When necessary, travel to project sites to check on the delivery of goods to grantees, check the quality of goods bought, and make sure they are all branded correctly.
- performing any other duties that the grant manager may assign.
MINIMUM QUALIFICATION:
- A bachelor’s degree in Procurement or another related discipline; additional training or certifications in the procurement field; strong preference for training in USAID procurement rules and regulations; and certification as a member of the procurement board will be an added advantage.
- At least 5 years of relevant work experience, including at least five years of demonstrated experience with USAID-funded project procurement.
- Proven knowledge of USAID procurement rules and regulations
- Good communication and interpersonal skills
- Good record management, documentation, and filing skills.
(V) Grants Assistant
Pursuant to its mission, ACDI/VOCA is seeking an experienced and talented professional for the Grants Assistant position. The position will be based in Iringa and will be responsible for assisting the Grants Manager of the activity in performing routine grants management duties and assisting with partner administrative tasks. Provide initial support to the grant manager on all matters related to day-to-day grant management processes.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Assist the Grants Manager during the solicitation stage, which includes putting together all the concept notes or grant applications ready for initial screening by the Grants Manager before being presented for technical review.
- Maintain grant files and ensure they include all necessary documentation, including proposal and competition records, USAID approvals, implementation and monitoring reports, grantee final reports, deliverables, and closeout documentation are on file. Both soft and hard copies
- Assist partners in the preparation of monthly invoices and reporting and ensure all supporting documentations are attached and compliant with USAID and ACDI/VOCA policies and procedures.
- Assist the Grants Manager with all clerical tasks such as scanning, copying, filing, and sorting monthly partner documents, and other required submissions.
- Assisting the grants office with partners’ site visits and verifications when necessary and gather necessary documentation from partners to speed up invoice payment processing.
- Assisting Grants Manager on sending monthly reminders to partners on submission of monthly invoices, implementation reports and other financial reports. Making sure that invoices are submitted on timely manner for processing. In addition, he or she will be responsible for following up on partners’ pending responses to queries resulted from reviewed invoices.
- Assisting the Grants Manager and making sure that all approved invoices are organized and submitted to the accounts department for payment. In addition, he or she will be responsible for maintaining the weekly partners’ invoices and ensuring that payments are well captured in the subaward tracker.
- Handling basic issues related to partners’ invoices and administrative issues assigned by the supervisor
- Manage the physical files and make sure all necessary documentations are arranged in an orderly manner.
- Assisting the Grants Manager in conducting one-on-one basic partner trainings on the preparation of invoices and other trainings on USAID rules and regulations.
- Assist the Grants manager with collecting and organizing grant vouchers, grantee contributions, reports, and proper office file maintenance.
- Assist the Grants Manager in uploading Grants documents into the required grants systems.
- Performing any other duties that the grant manager may assign.
MINIMUM QUALIFICATION:
- Advanced Diploma or Bachelor’s degree in Finance, Accounting, business administration or related field.
- At least 3 years of experience working with USAID projects.
- Good reading, writing and speaking good English language.
- Good communication and interpersonal skills
- Good record management, documentation and filing skills.
- Good skill of MS Word, Excel, PowerPoint and emailing.
- Ability to work in partnership with local communities and NGOs as appropriate.
(VI) Administration Assistant
Pursuant to its mission, ACDI/VOCA is seeking an experienced and talented professional for the Administration Assistant position. The position manages all general administrative functions of the Kilimo Tija Project in the Dar es Salaam office and reports to the Administration and Logistics Coordinator, ensuring efficient operations including facility management, inventory management, driver supervision, and office cleaning.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Providing administration and logistics support, including the booking of accommodations and venues for meetings and workshops, air ticketing, preparing and organizing meetings, and ensuring the availability of workshop materials for project staff
- Assist in making sure that the office is well managed and maintained by taking care of preventive maintenance tasks like calling for repairs and keeping track of office inventory.
- Maintain office supplies by checking stock to see how much is on hand, figuring out what supplies will be needed, placing and speeding up orders for supplies, making sure they arrive, and following store management procedures.
- Supervision of the office driver, cleaner, and general office cleanliness.
- Assist to ensure enforcement of vehicle and equipment policies and procedures.
- Working with the administration team, make sure that internal operations policies and procedures are followed and done on time so that vendors, such as office utility bills, garages, accommodations, etc., can be paid on time.
- Assist in making and keeping vehicle and equipment logs, making sure they are complete and up-to-date, and giving them to the supervisor as part of monthly report reconciliations.
- Assist in overseeing and directing administrative and logistical operations at the office. This is to make sure that all administrative and logistical policies are followed and that everyone in the office is safe and secure.
- Maintains the register of incoming mail and the dispatch registration book. receives mail and packages and distributes them among staff members.
- Performs any other duties that the supervisor may assign.
MINIMUM QUALIFICATION:
- A Bachelor’s degree in Business Administration, Economics, Social science, or related field with at least three years of administration support experience in a busy office environment preferably with an international NGO.
- Hands- on experience with MS Office Suite (particularly MS World and MS Excel).
- Solid time-management abilities with the ability to prioritize tasks.
- Excellent verbal and written communication.
- Good organizational and interpersonal skills.
- Accuracy and attention to detail.
To Apply:
Candidates should submit a resume and cover letter to [email protected] no later than February 3, 2023. Female Candidates are encouraged to apply. Candidates should indicate the position for which they are applying in the subject line. Only fully qualified candidates will be contacted for an interview. ACDI/VOCA is an equal opportunity employer.
