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14 Feb 2023

Policy and Compliance Officer at Huruma Aids Concern And Care (HACOCA)

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Job Description

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.
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Method of Application

Candidates must submit a succinct cover letter of no more than 2 pagesexplaining how they satisfy the requirements of the roles and responsibilities and person speciation in addition to a CV highlighting relevant experience. The successful candidate will also be asked to provide three professional referees, one of whom must be from their most recent employer.

The closing date for application is16:00 on25th February 2023. All qualified candidates are to send their fully filled Applications including cover letters, academic certificates (copies), and detailed CVs to [email protected]. Your email title should contain the Full name of the applicant and the position applied.

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