Malawi Liverpool Wellcome Trust
Job Description
Introduction
The Malawi-Liverpool-Wellcome Research Programme (MLW) (http://www.mlw.mw) is an internationally recognised centre for research and research training, affiliated to the Kamuzu University of Health Sciences (KUHeS). MLW has 2 aims, to conduct excellent research to benefit health and train the next generation of researchers and leaders. Our Blantyre-based offices located within the vicinity of the largest hospital in Malawi, Queen Elizabeth Central Hospital (QECH) provide for the optimum research environment. MLW is now seeking qualified candidates for the position of Group Administrator.
Job Summary
The Group Administrator will join our prestigious team at the Bacterial & Drug Resistance Infectious Group (BDRI) and the Omics group. With a minimum of 3 years of experience and a degree in Business Administration or related field, you will be the backbone of our group’s daily operations. From coordinating workshops to managing group correspondence, your organizational prowess will shine as you support our Group Heads and individual PIs. Your role will encompass diverse responsibilities, including finance, HR operations, and fostering a productive research environment. With meticulous attention to detail, you will ensure compliance with regulatory requirements, oversee publications, and facilitate crucial research meetings. Moreover, your proactive approach will contribute to the smooth coordination of visitor arrangements and pastoral care for existing staff.
Responsibilities
General Administrative Duties
- First point of contact for the Group, with both outward and inward facing duties.
- Liaison with all MLW Depts and other Groups including Director’s office and governance functions.
- Provide administrative support for the Group, particularly supporting the Group Heads and offer admin advice for the individual PIs in the relevant group
- Organize, facilitate workshops when applicable for the group
- Manage (categorize and distribute, respond, write) group correspondence
- Organize/arrange group related meetings and diary management including minute taking
- Maintain the filing system for the group (including filing of, but not management of, projects site files)
- Draft reports as instructed
- Arrange or coordinate the travel logistics for the Group Head when the need arises and provide travel advice to the individual PIs within the group
- Maintaining databases for the Group including grant tracking, publications, staff leave, health and safety, certification etc.
Operations (Finances, Property, HR)
- To ensure that a database of staff files in the group is kept up-to-date including the monitoring of staff leave, contract periods, holiday, line management structures, grants on which paid, positions and disciplinary issues.
- Ensure that all recruitment required by the Group is following best practice and MLW HR guidelines and policies
- To ensure that all materials and equipment for the group are well maintained, stored and accounted for.
- Ensure that funds for the group (petty cash) are accounted for and replenished according to MLW Financial procedures
- Ensure that there are no stock outs of group materials in liaison with procurement and investigators on each project.
- Ensure that transactions are kept in check and on track through the usage of Serenic System.
Contribute towards creating a productive research environment by managing the following:
- Publications
- Ensure that all publications from the group are listed monthly and all are posted on the notice boards. At the same time ensure that publications from the group which have been on the board for a number of days are removed to ensure a good advertisement window for the Groups work.
- Be pro-active to ensure that researchers within the group are submitting their publications on time and regularly for posting.
- Research Meetings
- Ensure that all critical meetings are booked in (venue, time, attendance list, documentation). Critical meetings shall include Director reports, RSG, Clinical PhD meeting, Cutting Edge, Project Progress, Group Heads Meeting.
- With reference to these meetings, the Administrator’s key role is to mobilize attendees by way of calendar invites and face to face approach in the event of poor attendance.
- To ensure proper records for these meetings are kept safely and also updated to reflect the current status.
- To coordinate with other Administrators on the same where circumstances may demand.
- Grants
- In liaison with the Grants Management team create grants reports for used by the Group and forwarded to the Director monthly. A summary report of each quarter to be presented at the Group/Directors meeting every quarter
- Be conversant with the basic grants information of all grants within the group e.g. name, end and start date, name of local PI, funder, sponsor
- Ensure that each Group head and PI is regularly updated on project grants performance progress including both scientific outcomes & reporting as well as financial performance against budget.
- Ethics Submissions
- Ensure that all required ethics documentation are consolidated for onward transmission to Clinical Research Support Unit (CRSU) where applicable.
- Be conversant with and use checklist of regulatory requirements for projects/studies which may require regulatory submissions (COMREC, NHSRC)
- Visitors and Pastoral Role
- Ensure that arrangements for visitors coming under the auspices of the group are articulately handled (confirming travel dates, accommodation, office space, itinerary when here and any other issues which might be required). This will be done in coordination with Group Head, Grants Team (if need be), HR, Facilities, IT etc.)
- Senior visitors should be encouraged to represent the Group at Cutting Edge. A Group should aim to host at least 2 Cutting Edge presentations per year.
For existing group staff, play a pastoral role and highlight issues to the Group Head or HR office if required on things such as sickness, lateness, absence, accidents etc.
Health and Safety
- Ensure that that health and safety rules are followed within the group at all times
- To ensure the attendance of all scheduled quarterly Health and Safety programs for group members
- Notify the Line Manager on all accidents and potential hazards.
Requirements
- Degree in Business Administration or other relevant field
- Minimum of 3 years experience with good project, general & people management, organizational, communication (oral and written)skills. In particular, skills to include the ability to co-ordinate, interact effectively and properly with others both within and outside the Group. This will necessarily include good computer skills including email, skype and on-line diary management. The prospective candidate must also have good knowledge and practice on records management.
Method Of Application
- copies of relevant certificates,
- a detailed CV with 3 contactable referees
- All documents should be sent in the applicant’s names as one (1) pdf file.
- Please indicate the position title (Group Administrator) as the heading of the email.
To [email protected] not later than 4th May 2024.
Only candidates who are shortlisted will be contacted.
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.