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TLS Member Services Program Officer

Overview
Working closely with the Manager – Finance and Administration and under the direction of the CEO, this position maintains all of the TLS links to its members, chapters and the public with a recognition that though membership is mandatory, the lifeblood of a Law Society and Bar Association is the members who share a commitment to competent and ethical practice and to public service by the legal profession.

Responsibilities
Continuing Legal Education (CLE)

• Develop, update and oversee CLE policies, procedures and Calendar together with the CLE Committee and the CEO;

• Ensure that CLE materials are professionally prepared and to a standard appropriate for the legal profession and ensures that materials are available to the membership as a whole following CLE programs and in accordance with approved policies;

• Prepare semiannual reports for the Committee for the AGM and the HAGM;

• Responsible for the development and delivery of the Society’s mandatory Continuing Legal Educationprogram, which program shall be delivered in various ways and in accordance with approved policies and procedures to TLS members and other legal practitioners;

• Oversee the work of the Administrative Assistant regarding the administration of CLE programmes;

• Approve the provision of appropriate CLE by other providers and qualifies members’ attendance at CLE provided other than by the TLS;

• Maintain thorough electronic records of member CLE attendance to address member compliance with the mandatory requirements and provide information to members and about non-attendance to the Manager Finance and Administration at times required to address the issues of sanctions;

• Maintain an ongoing consultation with Council, CEO, TLS Committees, Chapter Conveners and the membership regarding CLE needs and requests;

• Prepare periodic reports on the CLE program.

Conferences
• Responsible for the organization of the AGM and HAGM under the direction the CEO, and supports the outsourced coordinator where applicable;

• Oversee the work of the Executive Assistant regarding the administration of conferences;

• Manage other workshops and conferences organized by TLS in an efficient and informative manner to ensure that there is value added to members.

Communication
• Ensure that there is timely and effective communication between TLS and its members and other stakeholders, including the media;

• Prepare bi-weekly TLS Newsflash following consultation with CEO and Secretariat staff;

• Responsible for the TLS website content and ensures that the currency of the website is maintained with relevant and value added information; including links to recent important decisions from the Courts;

• Responsible for publication and distribution of the TLS Annual Members’ Directory which shall be prepared in accordance with an approved procedure;

• Oversee the work of the Administrative Assistant regarding the publication and distribution of the TLS Annual Members’ Directory;

• Responsible for the preparation of paper and electronic publication of the Tanzania Lawyer under the direction of the CEO and with the co-operation of the Research and Publications Committee;

• Oversee the work of the Executive Assistant regarding the publication and distribution of the Tanzania Lawyer; and

Member Information
• Responsible for all membership information, in whatever form it is maintained, and oversees the Administrative Assistant and other TLS staff in the carrying out of their assigned tasks regarding the member database and member files;

• Responsible for member-related communications with the High Court and Court of Appeal.

Chapter Liaison
• Maintains current liaison with all Chapter Conveners and Chapter Committees and provides them with information and support as required for them to carry out their functions;

• Together with the Legal Aid Programme Officer and under the supervision of the Manager - Finance and Administration and CEO, oversees Chapter budgets and ensures funds are distributed to the Chapters and accounted for in accordance with approved policies.

Ethics Committee
• Provides administrative support for the Ethics Committees by ensuring that complaint information is addressed in accordance with policies, proper files are maintained, arranging Ethics Committee meetings in accordance with the annual schedule of meetings, keeping minutes of Ethics Committee meetings and addressing follow-up as required;

• Prepares semiannual reports for the committees for the AGM and the HAGM;

• Working with the Ethics Committee, ensure that all TLS CLE programs have an appropriate component that addresses legal ethics and professional responsibilities of advocates.

Legal Resource Centre

• Together with the TLS Policy/Research Programme Officer and under the supervision of the CEO, design and develop the TLS Legal Research Center which will:

 House legal resources to support the work of TLS committees, including , but not limited to the Human Rights and Standing Law Committees;

 Distribute to the membership, via various means, information about changes in the law in Tanzania and new case law of significance to practicing Advocates;

 In conjunction with CLE, develop training and education materials for TLS members on relevant work emanating from the TLS Committees and legal research in general and in the use of electronic legal resources in particular;

 Work with the courts, ministries and Tanzania Library Services to develop publicly accessible legal resources for both advocates and the public.

General

Together with the Manager - Finance and Administration, coordinates and ensures that relevant grants are properly managed, ensuring that deadlines are met.

Relationships
Internal
All TLS staff,Chapter Conveners,Committees,Webmaster

External
 CLE providers, including the Law School and Faculties of Law, Printers, High Court and Court of Appeal Registries

Competencies

This is a key position that supports the TLS to strengthen and enhance the competence and professionalism of the profession through the provision of excellent continuing professional development, and the timely communication with the public on legal information/developments through the media. This program officer will demonstrate significant initiative while understanding the strategic priorities of TLS in order to ensure that there is effective and timely communication with members and the public. Excellent written and oral communication skills are required.
Qualifications

• LLB, BA, International Relations, Communications or other relevant undergraduate degree qualification from a reputable/accredited Institution; post-graduate qualification is a plus;

• Strong background in research and writing;

• Demonstrated commitment to human rights a plus;

• Excellent written and oral communication skills in English and Kiswahili;

• Ability to work efficiently under pressure and on a wide range of tasks;

• Strong organizational skills and attention to detail;

• Willingness to travel extensively;

• Commitment to working as a member of a team;

• Ability to listen and communicate clearly and effectively with people from diverse backgrounds.




TLS Manager - Finance and Administration
Overview
This senior accounting and management position provides leadership to and manages the Society’s infrastructure, personnel, financial systems, and membership records to ensure effective budgetary compliance and that procedures and controls are in place. Under the direction of the CEO, the Manager oversees the preparation and maintenance of the Society’s annual budget and all functions of the Society relating to Finance, Information Technology and Human Resources.

Responsibilities
TLS Priority Actions (immediate)
• Complete a needs assessment: identify options, and recommend to the CEO an appropriate electronic accounting system for TLS;

• Following approval, develop a plan for transitioning the current accounting system to the new platform: procure the new system, implement and complete transition program with the assistance of the Accounting Administrator, and train the CEO accordingly;

• Complete a needs assessment, identify options, and recommend to the CEO an appropriate electronic members database system for TLS;

• Following approval, develop a plan for transitioning current member information to the new platform: procure the new system, implement and complete transition program with the assistance of the TLS Administrative Assistant and other appropriate staff, and train relevant staff on the functionalities of the database.

Finance
• Implements Finance Policies, procedures and systems;

• Liaises with external auditors and ensures all information is available to complete their review in a timely and efficient manner including year-end financial statements;

• Prepares monthly financial statements and budget comparison analysis and periodic reports on registrations, subscriptions and other TLS activities to ensure timely advice on financial concerns and issues;

• Manages all financial transactions;

• Ensures budgetary compliance by maintenance and updating of records of the budget allocations, expenditures balances and payment statements and advise the CEO accordingly;

• Coordinates annual budgeting process for the Society;

• Provides input to all significant decisions that have financial implications;

• Ensures all internal controls are adequate and functional;

• Act as a signing authority for the Society in accordance with approved policies.

Membership:
• Responsible for the integrity of membership records, including member files and database;

• Ensures appropriate membership record systems are functional and secure;

• Oversees preparation of the membership directory;

• To liaise with the Trustees of the Advocates Trust Fund to ensure that the family of deceased advocates get paid in good time;

• Publication of names and particulars of new members to the general public through the News Flash and the Website;

• Develops and maintains, with TLS Members Services Programme Officer, Internet based services for the Society.

Infrastructure:

• Liaises with landlord;

• Manages all supplier relationships;

• Ensures that all aspects of the infrastructure are appropriate for the Society’s needs including the accounting systems and software, computer network, individual workstations, the Society’s website and its Internet based services;

• Ensures Society information management system meets all the needs of the Society and makes changes and recommendations to achieve this goal;

• Ensures that there is proper security in place for all Society assets, in whatever form they exist, including appropriate back-up procedures for all electronic data, security for Society premises and equipment, insurance for all Society assets, and disaster recovery plans.

Management:

• Develops and implements human resource policies for the Society under the direction of the CEO, and ensures policies are applied;

• Plans and directs the activities of the Accounting Administrator, Office Administrator, the Office Assistant and driver;

• Develops and implements human resource policies for Society;

• Prepares financial policies, reports, tax returns and interim reports required by management, funders or others for appropriate decision making;

• Ensures that grants are properly managed, advising on donor requirements and compliance issues and ensuring that deadlines are met;

• Participates at executive level in strategic and operational planning.

Systems:
• Responsible to ensure all corporate systems meet end-user requirements;

• Ensure safety of all sensitive and confidential office documents/information, e.g. cheques, contracts, title deeds etc.

• Identifies/researches/acquires appropriate technologies (hardware/software).

Key Relationships:

Internal • CEO• Staff • Council• Members – including committee members
External• Auditors• Bankers and Financial Advisors / Managers• Landlord, Service providers

Skills/Competencies:
This position supports the organization with a systems-oriented approach to strategic planning skills, problem solving, developing new initiatives, budgeting and financial planning, administrative and facility management, and human resource management requiring a broad skill set and high level of judgment.This position also moves technology forward and requires an ability to maintain an awareness of emerging technologies and understand the potential applications of those new technologies within the requirements of the Society.

Qualifications

• Relevant post-graduate university degree from a reputable/accredited Institution, preferably an MBA OR other relevant educational background combined with relevant professional experience;

• At least 5 years experience of finance and human resource management;

• Relevant Accounting Qualification(s) a must e.g. CPA;

• Solid experience of work with windows-based computer software and modern accounting-systems;

• Ability to plan for different sets of scenarios in relation to budgets and plans;

• Proven skills and experience in report writing;

• Understanding of issues in complex, financial emergencies and crisis contexts;

• Strong communication, interpersonal, analytical and negotiation skills;

• Fluency in written and spoken English, fluency in spoken Kiswahili a must.

Address

CEO
TLS Secretariat

Plot 299, Ruhinde Street, Ada Estate
P.O. Box 2148
Dar es Salaam