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.
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 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;
“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
