Office of the Executive Director.

Finance and Administration.

Loans Allocation and Disbursement.

Loans Repayment and Recovery.

Planning, Research and ICT.

Procurement and Supplies.

Information, Education and Communication.

Legal Affairs.

Internal Audit.

Office of the Executive Director

As stipulated in Section 12 of the Act establishing the HESLB.  The Executive Director is the Chief Executive Officer of HESLB responsible to the Board for the day to day functions and activities of the HESLB.  As provided under Section 12 of the enabling Act, the Executive Director in addition as the Chief Executive Officer will:

• Issue operational guidelines to Directors of the HESLB
• Call for and act on reports made by Head of Directorates relating to the operations of their directorates.
• Acting Secretary to the Board
• Establish an effective Management Team of the HESLB and ensuring there is adequate staffing in directorates.
• Build an appropriate infrastructure in terms of technical and other resources to sustain the service and functions of the HESLB.
• Ensure there is effective service in terms of output from the HESLB plans and services delivery.
• Ensure identification and development of new investments and ways of optimizing resources.
• Act as Accounting Officer of the HESLB.

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Finance and Administration

The Division is responsible for:

• Formulation of policies guiding the investment of Board’s funds.
• Coordination and carrying out all matters related to financial affairs of the Board.
• Implementation of the recommendations made by the Internal and External Auditors.
• Provision of current interpretation and implementation of Government Acts, regulations, directives and circulars pertaining to terms and conditions of service, public finance and public procurement.
• Coordination of matters related to staff recruitment, development and retention.
• Enforcement of staff laws and development.
• Formulation and implemention of plans on human resource requirement and development.
• Coordination of staff recruitments, confirmations, induction, training and development, appraisals, motivation, promotions supervision, compensation, disciplining and discharging of employees.
• Keeping a database in respect of market interest rates and foreign exchange rate which are useful in investment decisions.
• Ensuring timely external audit of all income and expenditure of the Board.
• Availment of periodic financial statements to the Board showing among others, allocated recurrent account, expenditure incurred and commitment entered into at the end of every quarter and at the end of every month to the Executive Director.

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Loans Allocation and Disbursement

The Division is responsible for:

• Preparation of instruments to be used to determine needy Tanzanian students for the purpose of granting them loans.
• Ensuring smooth linkages and exchange of information between the Board and local and international higher education institutions.
• Ensuring timely preparation of progress reports on loan disbursements.
• Initiation of review of policies and regulations relating to loan processing, allocation and disbursement.
• Communication with applicants on the final determination of their applications.
• Responding timely to loan complaints.
• Scrutinization of loan applications and cross check their compliance to approved criteria.
• Verification of attached documents or requirement of such other documents, securities and or information from the applicants.
• Initiation of preparation of instruments or mechanisms to be used for determining needy students and ensure their implementation.
• Ensuring that loan applications and other records are under proper custody.
• Ensuring strict adherence to the approved procedures for loan allocation processing.
• Verification of disbursement requests and Invoice received from Higher Education Institutions
• Checking all entries in the loans application register and in the computer system.
• Identifying qualified loan recipients and endorse them for disbursement.
• Scrutinizing and verifying loan disbursement requests.

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Loans Repayment and Recovery

The Division is responsible for:

• Scheduling some of the basic functions and duties of the directorate to head of Sections.
• Formulation of appropriate mechanisms for repayment or recovery of loans.
• Creation of a network and strengthening of cooperation with employers, loan beneficiaries and Higher Education Institutions for the purpose of ensuring smooth repayment of loans.
• Causing inspection work on business premises with the purpose of establishing the whereabouts of loan beneficiaries in order to enforce repayments.
• Development of plans to mobilize and sensitize loanees to repay the loans before taking recovery measures.
• Liaising with the Legal Unit, to put in place adequate machinery for perfection of loan securities/collaterals.
• Responding timely to loan repayment complaints.

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Planning, Research and ICT

The Division is responsible for:

• Translation of policies and advice on the Board’s mandates on provision of loans for financing higher education as directed by Government policies on higher education.
• Carry ingout research activities and matters of interest to the Board and advice the Executive Director accordingly.
• Formulatation and review of both corporate and strategic plans of the Board and recommends its approval.
• Monitoring and evaluation of the performance of HESLB plans and budgets.
• Formulation and putting in place appropriate ICT strategy.
• Formulation of appropriate ICT policies for approval by the Board.
• Ensuring that ICT Systems and equipment are up to date and functioning at all times.
• Identifying and maintaining a database for scholarships and awards that may be available to needy Tanzania applicants.
• Coordinating the preparation of operational plans and budget of the Board.
• Projecting and maintaining a database on potential loan applicants.

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Procurement and Supplies

The Unit is responsible for:

• Advising the director on matters regarding Procurement and Supplies.
• Approving expenditures that fall under the section
• Maintaining proper records on stores and stocks.
• Appraising all tender documents submitted and make appropriate recommendations
• Liaising with Ministerial Tender Board and other stakeholders on all matters related to Public Procurement.
• Preparing and implementing all procurement plans.
• Keeping records and lists of all tenders.
• Providing work plan and quarterly report on procurement matters.
• Scrutinizing and preparing material requirement estimates
• Supervising preparation of periodical progress reports on Procurement and Supplies.

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Information, Education and Communication

The Unit is responsible for:

• Developing a strategy and implementation of plan for information, education and communication.
• Coordinating communication between the Board and stakeholders and the general public.
• Coordinating communication between the Board and the media.
• Arranging media conferences, preparing media releases, media visits and responding to media enquiries.
• Initiating communication/publicity events.
• Ensuring the quality of information, education and communication materials and reports.
• Handling all Board protocol issues.

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Legal Affairs

The Unit is responsible for:

• Translating all laws and regulations relating to financing of Higher Education and advises the Board.
• Making regular review of Act No. 9 of 2004 and related Regulations and Procedures and recommend necessary amendments.
• Providing legal advice and ensure compliance with the legal statutory requirements.
• Handling all legal matters, including litigation and liaison with external lawyers, in respect of the Board.
• Supervising and manage Legal registry.
• Receiving and prepare records of recovery and repayment cases to the Court of Law.
• Preparing monthly report of legal matters attended.
• Receiving, take on charge and keeping law periodicals, Government Gazettes, Government Notices, Bills, Acts of Parliament, law books, journals and periodicals.
• Receiving, register and file police case files, letters and other corresponding documents submitted to the Board for legal advice.
• Perform any other duty assigned.

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Internal Audit

The Unit is responsible for:

• Liaising with external auditors and co-ordinating auditing function.
• Investigating and advising effectiveness of internal controls.
• Ascertaining the extent of compliance with the prescribed plans, policies, procedures and financial regulations and check the accuracy of accounts and other data developed within the Board.
• Preparing Monthly Expenditure Reports and Monthly Audit Reports

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