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Senior Administrator Job in Kenya

HJF Medical Research International, INC
Vacancy: Senior Administrator
The Walter Reed Project, HIV Program - Kericho in collaboration with Henry Jackson Foundation for Medical Research International (HJF MRI) is seeking to fill the above position. 

The Program carries out HIV AIDS vaccine and therapeutic research, and supports HIV prevention, care and treatment programs in South Rift Valley (SRV).

Job Summary:

To lead the administration team in close consultation with the Deputy Director – Administration and Operations; 

To perform all duties assigned by the Deputy Director and provide value in all services rendered to the Kericho SRV team, as well as the greater USAMRU-K and MHRP management teams.
Primary Duties and Tasks

1. Supervise front office, procurement and warehouse sections. Ensure tasks are fairly distributed in these sections.

Ensure operations are seamless, and put systems in place to eliminate errors in all key areas of coverage.
2. Assist in supervision of Transport, IT, HR, Accounts, and building/construction departments, as needed. 

Provide feedback to Deputy Director on performance of these teams, as well as proactive advice on areas requiring development. Coordinate meetings, as needed.
3. Develop rapport with all PEPFAR partner sites and conduct audits/reviews, as needed. 

Recommend solutions to internal control challenges, as well as staffing and reporting issues.
4. Accounting and Finance: Review policies and procedures for accounts team. Identify gaps and recommend solutions.
5. Budgeting:
(i) Review/comment/edit all research and PEPFAR budgets in conjunction with the Deputy Director A&O.
(ii) Knowledge of research budgeting and reporting processes; manage, coach and mentor finance staff on budgeting.
(iii) Prepare annual budgets, amendments and forecasts working with the Programme Managers and study PI’s.
(iv) Evaluate budgets and ensure that expenditure complies accurately with organization financial and procurement policies and guidelines
(v) Oversee implementation of procurement policy and guidelines with integrity and ethics.
(vi) Knowledge of “technical reviews” and governance.
6. Visitors: Organize and communicate protocol to staff for various visits. Coordinate visit details with front office. Review and assist in presentation of materials to guests. Provide tours of facilities, as needed.
7. Safety and Security: Assist the safety and security officer in carrying out security related investigations, and recommending outcomes on all matters related to security. Coordinate the development of a comprehensive safety manual, and subsequent recurring staff training.
8. Communication with stakeholders: Develop a rapport with MRU-Nairobi and Kisumu field stations, as well as MHRP HQ, HJF HQ, and various international and local parties who have an interest in site activities.
9. HR support: Assist in the development of staff recognition events. Assist in investigations and performance improvement plan development for specific staff.
10. Represent the program, as needed, in presentations, at de-briefs, and for various community stakeholders.
11. Warehouse and inventory: Ensure SOPs are followed, and that documentation is kept up to date at the warehouse, e.g. Bin cards, GRNs, SIVs, etc. Ensure all partner sites adequately document and control inventory.
12. Procurement: Ensure existing policies and procedures are followed to eliminate collusion and risk of fraud.
13. Housekeeping and Catering: Ensure facilities and grounds are always well maintained. Ensure that food is served to study participants in time.
14. Transport and Per Diems: Review and approve per diem and fuel requests, under guidance of the Deputy Director.
15. Travel: Develop a quarterly schedule that includes visits to vendors, partner sites, and liaison visits to Nairobi with MRU-K staff.
16. Leadership: Step in and become a recognized leader and mentor of staff. Encourage staff development in all areas of the organization. Be a trustworthy figure, capable of earning staff respect. Lead through example.
17. Sit in for Deputy Director A&O when needed.

Minimum Education / Training Requirements:
 A degree in Business Administration or equivalent from a recognized institution. Master’s degree preferred.

Minimum Experience:
 Five (5) years of accounting / procurement or general administrative support in a medical research-oriented organization.
Required Knowledge, Skills, and Abilities:
  • Ability to lead.
  • Ability to communicate effectively.
  • Ability to operate in a fast paced environment with changing priorities. Multitasking and prioritizing.
  • Excellent time management skills.
  • Excellent people skills.
  • High demonstrated level of integrity.
Required Licenses, Certification or Registration: CPA or international procurement certification preferred.
Supervisory Responsibilities / Controls: As delegated by the Deputy Director – A&O.
Terms: 1 year renewable contract. Probation period, for the first 3 months.
How to Apply: Applicants should submit their application letters, CVs, testimonials, copies of certificates and 3 reference letters no later than April 17, 2015 to:
The Human Resources Manager
“The Walter Reed Project”
P.O. Box 1357 - 20200; Hospital Road; 
Kericho, Kenya

Only short listed candidates will be contacted. 

Walter Reed Project is an equal opportunity employer

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