Terms of Reference

Background:

The Zanzibar Maisha Bora Foundation (ZMBF) is a Non-Governmental Organization (NGO) founded by H.E Mariam H. Mwinyi the First Lady of Zanzibar, and Chairperson of the Board of Trustees of ZMBF. The Foundation was duly registered in July 2021 under the Societies Act No 6 of 1995. The ZMBF aims to complement the Revolutionary Government of Zanzibar (RGoZ) efforts towards attaining quality life for all Zanzibaris. With a major focus on socioeconomic development, public health improvement, and gender-based violence elimination for women, youth, and children.

1. Technical Programs Manager (TPM)

The TPM leads, develop and manage the program team to achieve the aspirations of the ZMBF’s Strategic Plan through programme development, effective coordination, consolidation, technical support, and guidance by ensuring a cohesive team spirit and motivation to perform. The role manages and ensures resource mobilization, prioritization and allocation, work plan coherence to deliver the ZMBF Strategic Plan. This role is responsible for working with other Partners and Donors to foster long-term relationships to successfully deliver ZMBF program strategy.

Duties and Responsibilities

1. Strategic Planning and Budgeting:
   • Provide leadership in developing monthly, quarterly and bi-annual strategic plans and budgets for all ZMBF programs to ensure alignment with broader ZMBF strategies, plans, and campaigns.
2. Program Development, Implementation, and Quality Assurance:
   • Lead the Program Team to achieve the objectives of the ZMBF Strategic Plan against its targets.
   • Ensure quality implementation of all ZMBF projects, translating program ideas into quality grant proposals through community-based participatory approaches.
3. Monitoring, Evaluation, and Reporting:
   • Monitor program activities in the field to ensure alignment with the Strategic Plan, ensuring timely submission of quarterly, annual, and required program and project performance reports.
4. Partnerships, Networking, and Stakeholder Engagement:
   • Strengthen networks and alliances in collaboration areas, representing ZMBF in various program-related knowledge sharing and learning forums.
   • Develop and maintain relationships with relevant stakeholders, collaborating with partners to ensure effective implementation of project activities.
5. Financial Management and Compliance:
   • Manage program resources and expenditures, ensuring compliance with approved program and project plans and financial policies.
6. Team Management, Development, and Capacity Building:
   • Lead and manage the Program Team to achieve targets, providing induction, training, coaching, and mentoring to staff.
   • Oversee capacity building plans for local partners, providing technical leadership to ensure the quality and sustainability of interventions.
7. Advocacy, Representation, and Collaboration:
   • Represent the organization in public and professional circles, advocating for project interests and contributing to relevant technical working groups.
   • Collaborate with other departments and stakeholders to ensure program success, coordinating program activities to align with ZMBF’s overall objectives.
8. Communication and Knowledge Management:
   • Develop internal newsletters, memos, and other internal communications content for the project/organization.
   • Organize and manage the successful execution of knowledge sharing events, including webinars, workshops, conferences, and peer learning sessions.
   • Monitor the project’s communications activities and identify opportunities for improvement, working with senior leadership to track the communications budget.
9. Documentation and Reporting:
   • Support the ZMBF technical staff in documenting project methodologies, achievements, and results, collaborating with CEO’s office to develop scientific abstracts and publications.
   • Take minutes and prepare detailed reports on key meetings and events.

Required Qualifications

1. Education and Experience:
   • Master’s degree in Public Health, International Development, Project Planning and Management, Business Administration, or a related field.
   • Minimum of five years of project management experience or equivalent combination of education and experience.
   • Minimum of eight years’ experience working with an International Organization or any highly reputable NGO in a similar context.

2. Program Management Skills:
   • Proven experience in managing complex and high-impact projects in partnerships with other organizations, including budgets, staff and partnerships management, and capacity building.
   • Strong planning, conceptual, and strategic thinking skills, with problem-solving abilities.
   • Experience in conducting desk or literature reviews, stakeholder mapping, and developing strategies is an advantage.
   • Familiarity implementing large-scale global Donor-funded awards required.
   • Ability to work effectively on fast-paced, complex projects.

3. Communication and Interpersonal Skills:
   • Excellent written and oral communication skills in English; diplomacy in communicating with a broad and diverse audience.
4. Leadership and Management Skills:
   • Strong leadership skills with diverse competencies in an organization, including multi-tasking, critical thinking, and monitoring and evaluation (M&E).
   • Experience in managing culturally diverse teams and demonstrating non-discriminatory behaviors.
   • Ability to operate with discretion and maintain the confidentiality of information.
5. Other Skills:
   • Analytical and detail-oriented, proactive and resourceful, with a willingness to take initiative and learn new skills.
   • Flexible and adaptable, able to work well in a fast-paced environment, creative, and innovative thinking.

2. Finance and Grants Manager

The Finance & Grants Manager will support implementation of programmes by ensuring the financial and grants management and information systems are in place and functional. The Finance & Grants Manager will be responsible for implementing an intra and inter-agency fraud risk prevention, mitigation and response plan. The position is responsible for receiving and reviewing expenditures and reports and preparing consolidated financial reports for the donor.

Duties and Responsibilities:

1. Financial Management Systems:

• Responsible for ZMBF computerized financial systems package, coordinating data and transactions processing while providing technical support and training in data retrieval for both finance and non-finance staff.

1. • Ensure that the ledgers for all projects are maintained up to date and that transactions are posted on a daily basis and reconciled correctly in projects, donors, activities, and expenditure codes for efficient and timely reporting to management and donors.
   • Manage the disbursement of funds to partners and/or beneficiaries in line with payment schedules and other requirements.
   • Prepare and follow-up on invoices for  partner and/or beneficiaries expenditure, as necessary.
2. Financial Reporting:
   • Review financial reports and transactions by the organization or implementing partners.
   • Consolidate financial reports into one report for submission to the relevant authorities, Finance Planning and Audit Committee and Donor.
   • Ensure donor compliance during reporting in terms of templates and budgetary ceilings as applicable.
3. Fraud Risk Mitigation and Response:
   • Develop a Fraud risk mitigation and response policy in coordination with the CEO and the Internal Auditor.
   • Maintain and update the financial risk assessment.
   • Address suspicions of fraud as per the policy.
4. Training and Capacity Building:
   • Identify financial management capacity gaps and training needs assessments for both finance and non-finance staff. Provide hands-on support and training for proper and effective use of resources.
   • Support field offices and partner offices in reconciling accounting records and provide relevant technical support as required.

1. Audit Preparedness:
   • Ensure the program is audit-ready by working with the Internal Auditor and partner organizations.
   • Follow up and reconcile any actions or recommendations included in the management letter resulting from audits.
   • Coordinate donor audits.
2. Donor Compliance:
   • Ensure the program(s) are implemented in line with agreed donor policies and compliance corresponding to finance and grants management.
3. Grants Management:
   • Lead the grants making and sub-granting process for all implementing partners in coordination with the Grants team.
   • Prepare budget vs actuals to inform ongoing grants review within the Management Team and identify deviations in implementation progress.
   • Provide updates to Senior Management on progress, risks, and status.

Qualifications and Experience:

• Masters degree in financial management, accounting, business administration, or a closely related field.
• Professional accounting qualifications such as CA, CPA, ACCA, or other equivalent qualifications will be a plus.
• Minimum of 6 years of management experience in a corporate, audit firm, or an NGO with donor funded programs, with three years at a middle management level within a finance department.
• Strategic mindset with the ability to lead, inspire, and achieve results in a challenging context.
• Demonstrated managerial, supervisory, and leadership skills.
• Expert knowledge, skills, and experience in principles and practices of international accounting and financial management.
• Excellent inter-personal skills and ability to communicate with a diverse set of stakeholders.
• Strong analytical, decision-making, and strategic planning skills.
• Excellent knowledge of and skills in the use of integrated IT accounting systems.
• Ability to plan and organize tasks autonomously.
• Sound judgment, integrity, tact, and discretion in dealing with internal stakeholders.
• Excellent communication in both English and Swahili (written and oral).
• Thorough knowledge of financial policies, procedures, and regulations.
• Strong skills in Microsoft Office packages.
• Ability to coach, mentor, delegate appropriately, and provide developmental guidance to supervised staff.
• Strong team player.