Malawi Liverpool Wellcome Trust
Job Description
Support facilitation of operational support to Malawi Liverpool Wellcome Programme (MLW) studies and keep track of key indicators in the MLW field sites. Under the direct supervision of the Field Sites Manager, the incumbent will work closely with Field Sites Administrators, Project Manager/Coordinator and Field Site Focal Persons working in MLW Field Sites across the country in coordinating and managing primary operational support activities. This will among others include operational support assessments, coordination of MLW studies, keeping track of the number MLW studies, staff and other organizational resources at each site, active and excellent partnership agreements and supporting administrative and logistical tasks in the Field Sites.
This is a renewable 1-year contract and will be based in Blantyre.
Applications to be received not later than 22nd August 2024.
Interested applicants should apply by sending, a cover letter, copies of relevant certificates, detailed CV with 3 traceable referees (with at least 2 professional referees) to the email [email protected]. This should be in 1 pdf format.
MLW recognizes its responsibility in safeguarding and protecting communities, research participants and patients with whom MLW is working. Please note that successful candidates will be requested to undergo a safeguarding check prior to appointment and at regular time points during employment.
Responsibilities
- General Field Sites Management and Administration
- Support in the development and revision of the MLW Field Sites Strategy, Policies, Standard Operating Procedures (SOPs) and other guidelines.
- Together with other departmental and study representatives facilitate identification of operational gaps and proposing way forward to promote growth of the field sites.
- Implementation and supervision of field sites operational systems in the field sites using centralized models.
- Support development, review and reinforcement of field sites have procedures to ensure smooth running of field sites.
- Coordinating and conducting MLW periodical general and site management meetings.
- Plan and facilitate identification of Field Sites Focal Persons and making sure that all MLW sites have up to date representation of Field Sites Focal Persons.
- Act as a frontline supervisor of all site operational areas, Research Hub Administrators and Site Focal Persons in identifying and addressing day to day administrative and logistical issues in the assigned field sites.
- Continuous monitoring and monthly reporting of key indicator like number and type of studies, number and cadres of staff, monthly expenses on utilities and other key operational running cost.
- Conducting field sites risk assessments to minimize operational risks that may hinder running of the sites.
- Support hosting of MLW visitors, events, conferences & and coordinating site visits.
- Infrastructure development and maintenance
- Support the coordination of sites infrastructure gaps analysis and working with Field Site Administrators and other departmental representatives to develop maintenance and improvements.
- Ensure that facilities in field sites are in good working condition by leasing with Field Site Administrators and Facilities, H&S, Focal Persons, and Project Managers/Coordinators.
- Together with study representatives, Field Site Administrators and Focal persons, coordinate the initiation of special projects (e.g. refurbishments and construction) in all field sites, in liaison with Facilities Department
- Ensure implementation of the field site maintenance plans are implemented in collaboration with Facilities Department.
- MLW Field sites budget, project grants and recharge system
- Support the Field Sites Manager in developing annual budgets, monitoring and managing expenditure.
- Support the development and maintenance an MLW Field Sites Recharge Model to support cost recovery and cost sharing efforts.
- Ensure that petty cash funds are used effectively, kept safe, and as per procedure in all sites.
- Contributing to writing of grant applications to support operations in field sites.
- Assist in budget development for field site-based studies.
- Staff welfare
- Support Field Sites Administrators to ensure field sites have all relevant and basic amenities services.
- Continues monitoring of conditions in the field sites and proposed possible solutions that could be later addressed.
- Partnership and Stakeholder management.
- Support the Field Sites Manager in the development of Generic Memorandum of Understanding with hosting institutions and other strategic partners in the MLW field sites.
- Keep track of Memorandum of Understandings and other key agreements between MLW and/or its studies and the host facility management.
- Lead the development of study specific letter of agreements with other studies internally or with other stakeholders in the field sites.
- Coordinate site specific stakeholder meetings together with Field Site Administrators and where possible represent the Line Manager at district and council stakeholders/partners meeting e.g District Executive Committee meetings and provide updates to the Field Sites Manager.
- Maintain effective communication between MLW field sites, with hosting facilities and other key operational stakeholders e.g Health Facility management, other health and health research institution.
- Maintain a stakeholder mapping and data base of link persons with all partners/stakeholders and their interest in the field sites.
- Communication and Reporting
- Maintaining a comprehensive database of studies, staff, partners and their contacts in all the field sites.
- Support Field Site Administrators in planning and coordination of monthly site management meetings with the project managers in all field sites.
- Represent Field Sites HoD in other meetings at MLW Blantyre related to field sites.
- Facilitate travel and hosting of MLW staff and visitors and organization of field visits and organize meetings.
- Facilitate training arrangements as needed for administrative/support staff in liaison with the Field Sites Administrators.
- Facilitate good communication between the sites and MLW offices in Blantyre.
- Health and Safety and Risk Management
- In liaison with the Health and Safety Officers, lead in monitoring and enforcing strict adherence to health and Safety standards for all staff.
- Where possible represent the HoD as a member of the MLW Health and Safety Committee and attend all meetings on Health and Safety.
- Assist with updating Field sites risk registers.
- Participate in all H&S mandatory trainings.
Requirements
- Education: The minimum level of education required to perform all the duties of the job to standard.
- Bachelor’s degree in social/health sciences related e.g. Public Health, Environmental Health, Health Management. A masters in the above related areas would be an added advantage but not essential.
- Additional training in project/programme management.
- Experience: The minimum number of years of experience required to perform all the duties of the job to standard.
- Not less than 5 years’ experience in managing research projects of which;
- More than 2 years’ experience in providing operational support or oversight to health research projects,
- More than 2 years’ experience in working with the local government/ministry of health and other health implementing stakeholders.
- Capacity to implement and monitor operational activities.