Ucsf-muhas Vacancy Advert

MUHIMBILI UNIVERSITY OF HEALTH AND ALLIED SCIENCES

MUHIMBILI UNIVERSITY OF HEALTH AND ALLIED SCIENCES (MUHAS) AND THE UNIVERSITY OF CALIFORNIA AT SAN FRANSISCO (UCSF) – ACADEMIC LEARNING PROJECT EMPLOYMENT OPPORTUNITIES INTRODUCTION Muhimbili University of Health and Allied Sciences (MUHAS), and the University of California at San Francisco (UCSF), through the existing collaboration have established a project called MUHASUCSF Academic Learning Project. The project will be under the Directorate of Continuing Education and Professional Development (DCEPD) of the Muhimbili University of Health and Allied Sciences (MUHAS) with the objective of creating sustainable solutions for addressing the health workforce crisis in Tanzania. In order for this project to operate effectively, applications from qualified candidates to fill the positions listed hereunder are invited. POSITIONS 1. ADMINISTRATOR/PROJECT MANAGER (1 POST ) DUTIES 1. Responsible for the overall administrative management of the Directorate and projects in the Directorate, including assisting the Director in handling important correspondences, meetings as well as monitoring implementation of Five Year Rolling Strategic Plans and monitoring Almanac and ensuring that all Directorate events are attended as scheduled. 2.

Assist in the design and administration of a system that will track and support the reporting of financial, technical, and personnel performance including annual appraisals in the activities and deliverables of the projects and Directorate programmes.

3.

Will be the Secretary to SCEPDC and Project Management Committee meetings and responsible for preparing, collecting and distributing agenda and papers for SCEPDC and project meetings, taking meeting minutes, noting any action items and timelines. Follow-up on implementation of issues arising from SCEPDC, Management and Project Committee meetings.

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Will support hosting of Project and CEPD conferences and seminars by operating a registration service and providing general administrative support.

5.

Overall in-charge of Directorate and Project records, Agreements including the maintenance of a library of reference materials for individual teams in the Directorate and its Projects.

6.

In-charge of security issues of the Directorate/buildings, and cleanliness matters.

7.

Carry out the annual performance Appraisal for Directorate and Projects employees as per procedures.

8.

Assist in drafting policy papers on a range of academic and quality enhancement matters, and other relevant papers relating to administration. She/he will

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communicate policy developments to other staff, the University Management and clients as appropriate. 9.

Ensure that all courses developed by the Directorate are considered by the appropriate University organs, and that all approval procedures are followed by closely working with the Curriculum Development Officer and Course Directors.

10. Tracking CEPD Trainees (initial database set-up in liaison with Schools’ Administrators) from information (transcripts/certification) received from course directors. Working closely with the Deputy Directors on matters relating to External and Internal programmes administration. Responsible for the co-ordination, in conjunction with course directors, of registration, fee collection and all logistical arrangements for both external and internal programmes. 11. Any other duties as may be assigned by Director and Deputy Directors, or the University Management from time to time. QUALIFICATION AND WORKING EXPERIENCE

2.

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A University Graduate specialized in Public Administration, Business administration, Management and any other related discipline.

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Experience in using a range of computer software packages to produce accurate, well-presented documents using appropriate software package (word/excel/power point).

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At least three (3) years relevant working experience in reputable firm.

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Strong leadership, team building, organizational, and negotiating skills.

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Proven ability to establish and maintain multiple relationships to a high level of effectiveness, inspiring confidence from a wide range of stakeholders.

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High levels of personal effectiveness, particularly co-ordination, organization and the ability to focus on achieving deadlines, ensuring that timetables/project plans can be met.

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Experience in managing and nurturing a developing organization and working with donor-supported programmes will be an added advantage.

FINANCIAL ANALYST (1 POST ) DUTIES 1.

Work closely with the MUHAS Accounts Office through the project accountant to ensure maintenance of Project and DCEPD financial records and generation of reports in accordance with requirements and existing policies and procedures.

2.

Post transactions in the accounting software and Books of accounting to ensure expenses are allocated appropriately into their budget categories. Ensure that the data entered into the financial system and the information that the system produces is of a credible quality that it may be confidently relied upon by the Finance Division of the University and the Directorate.

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3.

Prepare monthly management financial reports for the Director and advise on matters relating to the financial management of the Directorate and its projects. Provide ad hoc reports and reviews on the Directorate’s financial situation to the Director and Administrator/Projects Manager or his/her designate as required.

4.

Work with Management Team of the Directorate and Projects in the preparation of plans and budgets for financial management and budgetary control. Ensure appropriate mechanisms are in place to ensure compliance with the University’s financial policies, guidelines and procedures and monitoring systems.

5.

Assist in the formulation of policy and be instrumental in formulating the way the Directorate operates financially, including raising the profile and understanding of the importance of robust financial process in decision-making and planning. Assist the Director, the Administrator/Project Manager and Marketing Officer on matters of costing models, project costing, assessing pricing options/ structures and budget planning. Carry out/ revise cost and income attribution exercises for all activities, and forward the required information and needed action to the Director and other senior staff.

6.

Work closely with projects partners in consultation with Contracts Officer to set up subcontracts. Ensure proper allocation of income to expenditure accounts and grants/projects and monitor accounts for conformance to budgets.

7.

Provide accounting support and work to ensure that invoices are reviewed, approved and processed appropriately. Prepare monthly invoices or requests of transfers from partners and other sub-contractors for Director’s approval and ensure invoices are submitted to relevant clients on timely manner for cost reimbursement or transfer of funds. Review and verify monthly cost sheets; research and reallocate changes on cost sheets as necessary; monitor costs against budgets and obligated funds. Carry out reconciliations of bank, petty cash, staff advances, debtors and creditors, and other accounts and ensure their timely settlements.

8.

Provide requisite cooperation with accounting and audit organizations regarding external audits and reviews.

9.

Manage the performance of support staff under him/her as the case may be, coach and mentor them in delivering programme’s targets and goals as well as individual goals. Ensure effective payment on Projects staff allowances and salaries, pensions and tax remissions. Review payments with Director and Administrator/Project Manger and MUHAS Human Resources Manager to ensure payments are correct and appropriately allocated.

10. Supports the Contracts and Grant Officer in relation to the financial management of grants and provision of responses to queries from grantors and contractors including responding to re-budgeting requests. Work closely with the Contracts and Grants Officer to develop accounting and reporting systems for sub-grants. Provision of financial advice to grant and contract applicants and checking of applications for conformity with Directorate’s and University financial policies and regulations. 11. Work closely with the Administrator/Project Manger, Grants and contracts Officer, Marketing Officer and Curriculum Officer to monitor all developments in relation to University funding, in particular strategic decisions, which may affect CEPD’s annual budget, plan income generation strategic to ensure sustainability of the Directorate and Projects and keep the Director informed of these opportunities, both internal and external.

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12. In consultation with the Marketing Officer propose strategies for developing Directorates/Projects Business plan for sustainability. 13. Perform any other assignment, which may be delegated by the Projects Management and Director from time to time. QUALIFICATION AND WORKING EXPERIENCE 

Bachelors’ degree (Accounting/Finance) plus five (5) years relevant working experience in reputable firm and he/she is Registered by NBAA.

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CPA (T) or equivalent

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Strong computer skills, with advanced proficiency in excel, and Accounting software packages and other systems. Experience in communicating financial and/or management accounts processes and functions, in particular, demonstrable experience negotiating with and persuading non-accountants. Strong problem-solving skills with a preference for generating solution-based ideas. Experience in working with donor funding agencies will be added advantages.

3. 1.

GRANTS AND CONTRACTS OFFICER (1 POST ) DUTIES Responsible for looking for grant opportunities, proposals write up and develop standards, policies, and procedures for grant proposals submission. Establish other procedures to ensure timely submission of proposals for grant renewals and timely preparation of grant awards and amendments to ensure sustainability of the Directorate and Projects.

2.

Ensure completeness of proposals, particularly budgets and budget justifications, and follow-up to obtain missing information/documents required to prepare awards and amendments. Ensure that grant deadlines are met assist with applications, review proposals to ensure consistency and accuracy between program descriptions, budget, and budget justifications, and follow up with and assist grantees as necessary.

3.

In collaboration with the Financial Officer, and Administrator/Project Manger work to ensure contractual and financial compliance of grantees, including timely receipt of grantee reports and working with grantees to ensure ability to comply with requirements of sub awards. Assess applications for grants and monitor the grants awarded to ensure they have been used for intended purposes.

4.

Prepare annual grant disbursement plans and update on a quarterly basis, working with Financial Analyst to ensure accuracy and consistency of information. Prepare quarterly and annual reports on overall grant activities.

5.

Establish system to track due and overdue reports, and monitor submission of required reports for all active grants. Follow up with grantees to obtain overdue reports; inform and make recommendations to the Director as required.

6.

Conduct an evaluation and assessment of current systems, pre and post project implementation. Report to the directorate system gaps or project needs that can benefit the overall project with regard to grants and contracts setup and proposal submissions.

7.

Any other duties as may be assigned by immediate supervisors and management

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QUALIFICATION AND WORKING EXPERIENCE  Masters Degree in Program Management and Administration or Masters in Public Health (MPH) with a focus in International Health and/or Program Management. 

At least three (3) year’s of relevant experience in the administration and management of grants and contracts or Health Programme Management.

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Knowledge, understanding, and application of grant rules and regulations as they pertain to the execution of grants, sub awards, and contracts to health institutions of higher learning.

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Strong analytical and organizations skills, including extreme attention to detail and the ability to prioritize, multi-task, and meet competing deadlines.

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Excellent interpersonal, communication, and negotiations skills, including the ability to interact effectively and diplomatically with senior academic staff and other staff as well as with the programme sponsors.

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Flexibility and ability to work in a team approach in implementing project tasks, responsibilities, and goals.

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Expertise in Microsoft products such a Word, Excel, Access, and PowerPoint.

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Excellent skills in written and spoken English.

3.

CURRICULUM DEVELOPMENT OFFICER (1 POST ) DUTIES Ad vice the Director on all matters related to curricula.

1. 2.

Provide leadership, expertise and coordination in establishment and development of quality CEPD and new academic programmes consistent with MUH AS vision and mission.

3.

Provide leadership for curricula review academic and CEPD pro grammes.

4.

Coordinate and oversee established CEPD and programmes from schools, I nstitutes and Directorates.

5.

Structure the curricula in obeisance with curriculum dynamics, current trends of CBET requirements and keep pace with advances in scie nce and technology.

6.

In consultation with the management devise mechanisms and methods of curriculum validation, accreditation, certification protocols; development and revision of standards, guidelines and policies.

7.

Develop tools and protocols for educat ional measurements, curricula benchmarking, monitoring and evaluation.

8.

Generate data, reports, information gathering, and record keepi ng; research results/findings dissemination, receiving and giving feedback.

9.

Carry out any other task, duty or responsibi lity as may be assigned from ti me to ti me by supervisor, the Director or other authorized person.

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QUALIFICATION AND WORKING EXPERIENCE  Master’s Degree in Curriculum Development, Education or any other relevant field. Experience in Health Programmes curricula development and management will be an added advantage.

5. 1.

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Demonstrated experience or knowledge in teaching and learning theory.

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Experience with design, development and delivery of interactive, research-based training and development programs.

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Demonstrated ability to recognize and convey all aspects of appropriate curriculum design and instructional delivery processes.

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Ability to use all means of instructional technology, including PowerPoint, interactive video, digital portfolios and distance leaning.

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Minimum three (3) years relevant working experience in administration or teaching.

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Demonstrated leadership, communication and organizational skills.

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Experience of creating, improving and monitoring systems and procedures through which quality assurance is achieved

PROCUREMENT OFFICER (1 POST ) DUTIES Will work closely with MUHAS PMU Head and advice the Directorates Management on all matters related to procurement.

2.

Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and whole life costing. Participate in negotiation of contract terms on a range of central contracts and to monitor performance against these contracts. Ensure that contracts are awarded to competent contractors in accordance with the available guidelines and ensure that rules of engagement are strictly adhered to. To draft and produce tender documents and specifications for a variety of consultant and Non-consultant services and works in accordance with Guidelines.

3.

To manage and monitor the timescale and procurement programme for the production of tender and contract documentation. To draft and advise on contractual terms and conditions as appropriate, ensuring approval of such is obtained from the relevant authority and MUHAS Tender Board. To produce and manage the production of tender lists and obtain tenders and quotations in accordance with the Act, its regulations and MUHAS financial regulations and laws. To manage the dispatch of tender documentation and co-ordinate responses to tender enquiries as appropriate.

4.

To actively assist promotion of the procurement functions within the University including the development and improvement of training and skills of staff involved in the devolved purchasing environment.

5.

To have up to date knowledge of Public procurement Act, and its regulations and PPRA mandate for regulations of public procurement.

6.

Carry out the duties of this post in a manner which promotes equality of opportunity and shows due respect for all employees and users of the University’s services.

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7.

Manage, maintain, update and co-ordinate the Directorate/Project procurement plans and registration of contracts. Produce reports to Director on a range of procurement related activities, documenting process, procedures and decisions, making recommendations as appropriate.

8.

In consultation with the Administrator/Project Manager and Financial Analyst ensure the production of preliminary budget estimates and (where appropriate) life-cycle costs for projects.

9.

To advise on the appraisal and evaluation of bids on the basis of financial and nonfinancial criteria coordinating and documentation of the process to maintain robust and transparent records in accordance with the guidelines and MUHAS Procurement Manual.

10. To closely work with PMU and implement, manage and monitor performance management information with a view to ensuring continuous improvement is achieved within the PMU, and Projects requirements are procured on time. QUALIFICATION AND WORKING EXPERIENCE 

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Holder of CSP (T), IPS (UK) or equivalent with relevant working experience of at least four years in a similar position and must have been registered with NBMM as Authorized Supplies Officers/Stock Verifiers, knowledgeable in PPRA procedures and requirements, including tendering procedures as per Public Procurement Act, 2004 Procession of a degree in procurement or Business Management or any other relevant field.

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High level command of English language and communication skills both verbal and written, including the ability to compile reports for senior officials in relation to complex technical and contractual matters in a logical, clean and concise manner and communicating the same to Project donors.

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Good standard of computer and data manipulation and interpretation skills – particularly in relation to financial, project management and technical applications.

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Highly developed and proven project management skills

6. 1.

MARKETING OFFICER (1 POST ) DUTIES To plan, direct and assist in the design, production and implementation of all advertising and marketing of the Directorate and Projects activities.

2.

To conduct regular market research/needs assessment of Continuing Education and Professional Development and act effectively on the feedback.

3.

Responsible for the development of a strategic marketing and business development plan and updating the plan on an annual basis.

4.

To promote and market Continuing Education and Professional Development capacities of the University nationally and internationally.

5.

To identify and analyze strengths and weakness of the MUHAS CEPD programs and respond to the opportunities and threats in the marketing environment.

6.

Undertake marketing audits for MUHAS/Directorate CEPD programs and services to monitor sales performances.

7.

To work closely with the Financial Analyst and establish the financial implications of all marketing activities, and to provide information as required to help develop new business, pricing and costing models.

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8. 9.

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In consultation with the Financial Analysts propose strategies for developing Directorates/Project Business Plan for sustainability. Any other assignment as may be assigned by immediate supervisors or the Director from time to time. QUALIFICATION AND WORKING EXPERIENCE Holder of first degree in Marketing, Public relations, Business administration and any other related discipline. Possession of a master degree in relevant field will be added advantage.

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Candidate must possess at least three (3) years of relevant working experience in similar field.

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High level of computer literacy with spreadsheet, work processing, publishing, PowerPoint and data base soft ware.

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Marketing experience gained in a similar or related field.

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Possession of team building skills and the ability to organize, prioritize work and stay calm under pressure.

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Accuracy and attention to detail, whilst working with tight deadlines.

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OFFICE MANAGEMENT SECRETARY (1 POST ) DUTIES 1.

Type all general correspondences. Type letters, minutes, notes, bulletins, circulars, certificates, charts etc. Print reports, letters etc.

2.

Take proper care of all machines under his/her charge and make sure that they are used for official work only.

3.

Assist in preparing materials for meetings.

4.

Maintain and file copies of typed letters in relevant files and manage all filling for project activities.

5.

Receive and direct visitors.

6.

Attend telephone calls and take messages and dictation by shorthand.

7.

Make sure there are all necessary facilities for proper projects implementation and performance.

8.

Handle travel issues for Director and other Senior Staff of the Project/Directorate.

9.

Maintain the Directorate/Project database when and where necessary.

10.

Arrange accommodation and logistics issues for officials from outside MUHAS coming to the Directorate for Project matters.

11.

Maintaining adequate stock of stationary and supplies and keeping the storage areas tidy.

12.

Perform any other duties assigned by one’s reporting Officer. QUALIFICATION AND WORKING EXPERIENCE Holder of form four certificate with principal passes in English, Kiswahili, Civics, History and Geography. Diploma in Secretarial Studies from recognized Institutions. Relevant Working experience of at least eight (8) years. Excellent command of spoken English and all round communication skills.

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Excellent up-to-date information and communication technology skills including knowledge of relevant Microsoft packages. Excellent interpersonal skills and ability to work in a mult-cultural environment. Ability to work independently in an organized manner to meet targets

8.

SYSTEM ADMINISTRATOR/SYSTEM ANALYST (1 POST ) DUTIES 1.

Design, Develop and maintain DCEPD and Project Webpage in consultation with MUHAS DICT.

2.

Troubleshooting Computer Systems Problems, i.e Hardware and software problems (PC problems, Printer Problems, Scanner and Uninterruptible Power Supplies problems).

3.

Maintenance of local Directorate and Project Network including advice on specialized software packages and networks.

4.

Troubleshooting network problems (network and internet problems).

5.

Customizing and designing computer databases (Oracle databases, SQL-server, MSQLserver and Microsoft Access Databases).

6.

Assisting users of the computer systems by giving them safety and preventive maintenance strategies and virus protection.

7.

Install standard software and desktop operating system.

8.

Install modems and dial-up networking.

9.

Manage sever operating system and networks

10. Reporting to the superior all short term and long term strategies to improve the ICT services and the web page. 11. Perform any other duties assigned by one’s reporting Officer

QUALIFICATION AND WORKING EXPERIENCE 

Possession of a first degree in Computer Engineering or Information Technology or Computer Science or Electronics from the recognized institution.

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At least an experience of three years in the field of Information Technology.

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Competent in database design and programming, with good knowledge in Oracle databases, SQL-server, MSQL-server and Microsoft Access Databases.

9.

RESEARCH ASSISTANT/DATA ANALYST (1 POST ) DUTIES 1.

Provide support to the Directorate and evaluation team in carrying out projects evaluation activities

2.

Assist the Directorate and evaluation team in the development of survey methodologies for different projects

3.

Work with the Evaluation team to design and develop data collection tools for evaluation of different projects.

4.

Oversee data collection, entry and ensure data quality

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5.

Assist with analysis of the data and preparation of reports

6.

Perform any other activities as may be assigned by the immediate supervisors and the management from time to time.

7.

QUALIFICATION AND WORKING EXPERIENCE

10.

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Holder of first degree in statistics or social sciences or any other related field plus 3 years of related work experience, in addition to this, possession of MPH will be an asset.

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Experience in working with basic computer programmes like word processor, Microsoft access and Microsoft excel, SPSS, stata applications for quantitative data analysis and Atlas.Ti for qualitative data analysis will be an added advantage.

CLINICAL OUTREACH OFFICER (1 POST ) DUTIES 1.

To closely work with the Administrative Officer and Clinical Outreach Coordination other senior colleagues and collaborating partners to implement CEPD outreach strategy and policies.

2.

Be a key player in assisting the Administrative Officer to raise the outreach image and standing of the Directorate.

3.

To assist the Administrative Officer to ensure the successful administration of the Directorate and in support of the implementation of initiatives throughout the Directorate.

4.

Assist the Outreach Coordinator, the Administrator/Project Manager, the Marketing Officer and the Curriculum Development Officer in the identification, development and promotion of new outreach programmes and activities.

5.

To undertake a review regionally (in the first instance) and nationally (thereafter) of the practices and policies of the University outreach programmes to the Community.

6.

To be the primary liaison between the University and the clinics ensuring that timely and accurate information about current practice and policy is provided to senior colleagues in Directorate so that appropriate consideration is given to the needs of professionals and the community.

7.

Work with the Directorate’s Curriculum Development Officer to develop programmes that are relevant to the Health needs of the community.

8.

To initiate MOU with other institutions/hospitals to ensure the Projects and University service objectives are achieved.

9.

In conjunction with colleagues and patients, the post holder will develop key performance indicators (KPIs) so support the evaluation of practice within clinics.

10. Work with the Metrics Group to identify and provide accurate feed back in relation to workforce shortages/gaps. She/He will need to establish where practices have changed and identify areas where there are significant training and/or retraining needs. 11. The post holder will need to liaise with or to set up patient focus groups as required in support of the Directorate’s strategic goals.

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12. An important responsibility is the development of positive relationships with local and national stakeholders – including professional associations and patient groups. 13. Work closely with Course Directors and the Curriculum Development Officer to ensure that the existing and new programmes address the needs of students, patients, staff and the community. 14. As appropriate the post holder will organize outreach activities e.g. workshops, seminars, open events, or other similar activities in consultation with the Ministry of Health and Social Welfare. 15. Perform any other assignment as may be assigned by superior or the director from time to time. QUALIFICATION AND WORKING EXPERIENCE  Holder of first degree in Public Relations, Public Administration with a basis in Clinical or Health Management skills. Holder with Clinical qualification will be added advantage.

11. 1.

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Three (3) years relevant working experience and experience of Health Outreach practice.

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Excellent communication skills with the ability to express oneself effectively in both written and spoken form.

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Good IT skills (including Microsoft Office).

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High level or accuracy and close attention to detail.

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She/He will be self-motivated and have excellent interpersonal skills.

DRIVER (1 POST ) DUTIES Drive Project and Directorate Vehicles.

2.

Transport Project/Directorate personnel between various Project sites for meeting, clinic visits and travel related needs.

3.

Maintain logbooks.

4.

Maintain discipline behavior and proper conduct in rendering services to his/her assignees.

5.

Responsible for safe keeping of vehicle and tools entrusted to him/ her.

6.

Maintain cleanliness of the vehicle and tools.

7.

Reports promptly any defect or problems detected in the vehicle.

8.

Assists in repairing minor defects in the vehicle requiring attention.

9.

Verifies repairs undertaken on vehicles.

10. Performs messengerial duties such as dispatching documents/letters, collecting mail, photocopying of documents and any other duties as may be assigned by one’s reporting officer. 11. Undertake any other assignment as may be assigned by the immediate supervisor.

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QUALIFICATION AND WORKING EXPERIENCE The candidate must have successfully completed form Four Secondary education with passes in English and Kiswahili. He/she must have a valid Class C Driving License and working experience of not less than five (5) years obtained from the reputable firm. Must Posses Driver Grade II Certificate from a recognized Institution such as NIT and mechanics Trade Test Grade II from VETA. 12.

OFFICE MESSENGER/ATTENDANT (1 POST ) DUTIES        

Cleaning offices, washrooms and office premises. Facilitate the preparation of tea, coffee and other refreshments for Directorate/Project Staff. Moving files and other documents as directed. Photocopying and binding documents as directed. Dispatching letters, parcels and other documents. Ensure that files are returned to the registry after actions by responsible officers. Maintain security of documents. Perform any other duties assigned by one’s reporting Officer.

QUALIFICATION AND WORKING EXPERIENCE.   

Minimum of Form four Secondary Education Certificate. Computer literate At least one year working experience in similar position

13. GENERAL INFORMATION/REQUIREMENTS. 13.1 REMUNERATION. Attractive and competitive remuneration package will be offered to the right candidates. 13.2 MODE OF EMPLOYMENT Two years Contract which may be renewable depending on performance and sustainability of project 13.3 MODE OF APPLICATIONS Candidates meeting the above job requirements should send their applications with detailed curriculum vitae (CVs) showing contact address, e-mail, telephone number, name of three referees with their telephone numbers, and photocopy of academic/professional certificates to; DIRECTOR OF CONTINUING EDUCATION AND PROFESSIONAL DEVELOPMENT, MUHIMBILI UNIVERSITY OF HEALTH AND ALLIED SCIENCES, MUHAS-UCSF ACADEMIC LEARNING PROJECT, UNITED NATION ROAD, P. O. BOX 65001 DAR ES SALAAM. 13.4 DEADLINE FOR APPLICATIONS. Closing date will be on 20th January, 2009 at 17.00hrs.

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