POSITION:                                       Senior Administrative Officer

CONTRACT DURATION:               1 year (renewable)                                                   

DUTY STATION:                             Golden Peacock Office

STATUS:                                           Full time (40 hours per week)

LOCATION:                                      Lilongwe

Position Description and Responsibilities

Reports to: Operations Director

Supervises: Admin Officer, Procurement Officers

Position Description:

Under the direct supervision of the Operations Director, manage procurement of organizational supplies, be part of Internal Procurement Committee team, manage service providers contracts, manage lease agreements, oversee stores as well making sure that all assets are updated in Asset Tiger.

Essential Duties

·       Assist the Operations Director to supervise and monitor transportation, procurement, and operational activities of BCMCF-M supported programs by providing direct, day-to-day management and oversight of the aforementioned areas. 

·       Ensure a safe, respectful, efficient, and effective work place while building a sense of team by giving all staff the opportunity to grow professionally and utilize their skills and experience.

·       Supervise the Procurement Officer ensuring that all purchases for the organization are always done transparently and fully in-line with established procurement guidelines.  Establish and develop Lilongwe vendor relations so as to identify reliable and economical sources of program resources within Malawi.

·       Be part of the IPC team, attend meetings and provide input of the procurement process.

·       Work with the South Africa based procurement firm ensuring all ex-Malawi procurement meets BCMCF-M guidelines, is transparent, and achieves value-for-money.   Specific duties include:

o   Formulate Annual Procurement and Shipping Plan

o   Track all requested items

o   Follow up with shipping firms

o   Assist with vendor selection

·       Serve as the overall supervisor of the six (6) district Admin Officers. Carry out periodic support and supervisory visits to the districts (quarterly).

·       Supervise the Lilongwe based Administration Officers in coordinating operational activities.  Specific duties will include the following;

o   Assist Lilongwe Admin Officers in daily planning and execution of activities.

o   Ensure all Admin Officers have physical control over storeroom keys.

o   Assist with Lilongwe building maintenance needs, ensuring the landlord is notified of outages or needed repairs. Notifying staff of outages.

o   Serve as primary approving officer for sub-office supply requests.

o   Ensure sub-office supply requests follow proper protocol.

o   Track non-available items and submit weekly request, if necessary, to Lilongwe office.

o   Coordinate all incoming to and outgoing shipments while always prioritizing field technical needs.

o   Coordinate all supply movements between district offices.

o   Track and coordinate shipments in process.

o   Investigate and report to the Operations Director any discrepancies between waybills and received items.

·       Serve as primary finance approving officer for Lilongwe petty cash (up to 50,000 MWK) and supply requests and for all Purchase Orders in My Office Hub up to 1,000,000 MWK.

·       Verify that BCMCF-M assets, materials, supplies and financial resources are being used in an honest and transparent fashion. Ensure BCMCF-M  supported programs maintain accurate inventories of all physical resources through the following:

o   Ensure stock delivered to supply hub is verified upon delivery.

o   On a weekly basis, ensure through physical checks stock cards and inventories are up to date and weekly inventory is submitted by district Admin Officers to Lilongwe.  Any discrepancies between stock cards/inventories/waybills and physical counts must be reported weekly to the Operations Director.

o   Ensure inventories accurately reflect all office and transport tools and equipment.

o   Ensure system of internal asset control including a properly documented way bill system.

o   Verify stores inventories on a weekly basis and ensure inventories are disseminated in a timely fashion to Lilongwe and district officers.

o   Along with the Admin Officer, maintain effective asset controls and tracking for all district offices in the area-of-responsibility.

·       Assist the Operations Director with annual procurement plans for supplying all sub-offices in the area-of-responsibility with all needed resources for a calendar year.

·       Assist in needs forecasting and procurement planning on an annual basis

·       Report the following to the Operations Director on a monthly basis:

o   Activities and findings including status of ongoing shipments, discrepancies between sent/received items and result of weekly inventory checks.

o   Recommendations for BCMCF-M Operations Department at the district office and national level.  Recommendations and findings must cover finance, transportation, procurement and general administration.

·       Management of contracts and performance assessment

o   Facilitate the Calls for Expression of Interest

o   Draw up Vendor Agreements

o   Form part of team assessing the contracts performance and provide necessary feedback

o   Maintain a vendor agreement tracking sheet

·       Ensures the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.

·       Provide HR support in terms of e.g. recruitment of operations staff, evaluations of staff performance and disciplinary hearings. Responsible for Operations staff leave and time sheets.

·       Manage Lease Agreements

o   From time to time identity, assess and recommend new accommodations found in Lilongwe and all the districts.

o   Ensure valid lease agreements are on file in the drop box.

o   Draw notice of termination when due.

o   Negotiate the rentals with prospective landlords.

·       Ensure that all assets are updated in Asset Tiger including in the districts with the help of Admin Officers.

Qualifications, Experience, and Desired Skills

·      Degree in Business Administration or any related field. Health background experience is a plus;

·     Minimum of 4 years of non-profit management experience with substantial knowledge and experience in procurement, logistics management, IT, infrastructure and administrative systems;

·     Experience managing USAID grants and knowledge of USAID reporting regulations.

·     Ability to write and manage vendor contracts

·     Maintain confidentiality of information

·     At least two years supervisory experience

·     Extensive knowledge of organizational and operational best practices;

·     Excellent listening, writing, and speaking skills;

·     Strong presentation skills, interpersonal skills, ability to motivate others;

·     Skilled at setting priorities and directing others’ work;

·     Ability to assess talent and conduct interviews, and experience building effective teams;

·     Strong integrity and trustworthiness.

·     Fluency in English

Suitably qualified and experienced candidates should address their applications, including a detailed Curriculum Vitae and names of three traceable referees to:

Executive Director

Baylor College of Medicine-Children Foundation Malawi

Private Bag B397

Lilongwe

For email delivery:

recruitment@tingathe.org

Closing date for receiving applications is on 12^th August `, 2022. Only shortlisted applicants will be acknowledged.

Job Title:                                      Community Health Worker – Neurodevelopmental Examiner

Immediate Supervisor:             Principle Investigator

Location:                                       Baylor Foundation Malawi Centre of Excellence and related sites

Status:                                            Full time (40 hours per week)

Job Summary/Overall Responsibility

As part of the Prevention of Developmental Delay and Xylitol (PDDaX) grant, we will perform neurodevelopmental assessments on 1000 5-8 year old children as a follow up to the Prevention of Prematurity and Xylitol (PPaX) trial. The psychologist will be responsible for performing, documenting, and ensuring quality of data entry for neurodevelopmental assessments as part of this study. S/he will be responsible for giving acceptable standards of care to patients /clients under the supervision of the PI and assigned investigators. S/he assists in the assessment of study participants including the recruitment, enrollment, and consent process. She/he performed neurodevelopmental assessments, records/documents the data, and collects other necessary data from all study participants in order to execute aims of grant.

Specific duties and responsibilities will include but not be limited to:

• Recruit, enroll, and consent individuals (both previous PPaX mothers and their children) for study participation
• Document study consent and maintain records according to COE, Baylor Foundation Malawi, and UW policies
• Prepare the rooms for counseling and examinations, including and especially neurodevelopmental assessments
• Perform neurodevelopmental assessments after being trained in how to properly administer them
• Attend trainings in how to perform, score, and record neurodevelopmental assessments
• Ensures that all clients have their respective height, weight, mid-upper arm circumference (MUAC) and vital signs obtained during the study visit
• Obtain appropriate data from patients/clients/study participants
• Maintain a clean and safe environment for self/staff and client care at all times
• Counsel and provide optimizing neurodevelopment-related messages
• Collect data and information from the individual patient/client in a non-judgmental environmental where patients and caregivers feel safe and comfortable
• Continue to counsel and teach client’s guardian the importance of good nutrition and a safe environment
• Participate in outreach and training programs which may be conducted outside the clinic
• Ensure availability of clinic resources in collaboration with the superiors
• Ensures data entry is accurate, valid, and entered in a timely manner
• Communicates frequently with primary and co-investigators of grant
• Be child-friendly and ensure all testing is performed in a manner appropriate for 5-8 year old children
• Assist in providing follow-up to nutritional services, neurodevelopmental non-profits, dentists, or other referral entities that may be needed based on testing and subsequent results that occur as part of this study.

• Maintain clients’ privacy and confidentiality of records concerning their treatment and general matters related to work.
• Attend all relevant Program meetings.
• Prepare reports.
• Undertake other duties as assigned.

COMPETENCIES AND EXPERIENCE REQUIRED

• Minimum of a certificate in MSCE obtained from a recognized institution
• 1 year relevant experience
• Candidates who were trained in prenatal care, neurodevelopmental assessments in children and preterm birth will have an added advantage.
• Excellent communication skills in Chichewa and English
• Ability to listen patiently and carefully and work with minimum supervision
• Ability to work in a team environment a must high respect and care for patients/clients.
• Willing and able to work with children 5-8 years of age.
• Perform neurodevelopmental assessments in a child-friendly manner

Suitably qualified and experienced candidates should forward their applications, including a detailed Curriculum Vitae and names of three traceable referees to:

The Executive Director

Baylor College of Medicine Children’s Foundation-Malawi

P/B B397

Lilongwe

E-mail: recruitment@baylor-malawi.org

Closing date for receiving applications is 12^th August, 2022. Only shortlisted applicants will be acknowledged.