Baylor College of Medicine Children’s Foundation – Malawi (BCMCF-M) is a not-for-profit organization working in partnership with the Malawi Government in the health sector. Through a public-private partnership between the Government of Malawi, Abbott Fund and Baylor Foundation-Malawi, the first dedicated stand-alone pediatric HIV/AIDS care and treatment clinic in Malawi, popularly known as the Centre of Excellence (COE) was established. Our Mission is to provide high-quality, high-impact, highly ethical pediatric and family-centered health care, health professional training and clinical research, focused on HIV/AIDS, tuberculosis, malaria, malnutrition, Maternal Child Health (MCH) and Pediatric Hematology Oncology (PHO) as well as other conditions impacting the health and well-being of children and families in Malawi.
The Baylor Foundation-Tingathe program developed in 2008 initially responded to suboptimal uptake of PMTCT and pediatric HIV services in Malawi and has grown over the past 12 years to support the full cascade of HIV care and treatment services. The current CORE programming seeks to support Malawi in achieving epidemic control, by providing client focused care to people living with HIV from the time of diagnosis to linkage and full engagement in care. BCMCF-M’s CORE programming is funded by USAID, and is currently operating in 6 districts in Malawi. BCMCF-M is seeking qualified candidates to fill the position of:
POSITION: Senior Administrative Officer
CONTRACT DURATION: 1 year (renewable)
DUTY STATION: Golden Peacock Office
STATUS: Full time (40 hours per week)
Position Description and Responsibilities
Reports to: Operations Director
Supervises: Admin Officer, Procurement Officers
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.
- 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:
- Formulate Annual Procurement and Shipping Plan
- Track all requested items
- Follow up with shipping firm
- 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 operationalSpecific duties will include the following;
- Assist Lilongwe Admin Officers in daily planning and execution of activities.
- Ensure all Admin Officers have physical control over storeroom keys.
- Assist with Lilongwe building maintenance needs, ensuring the landlord is notified of outages or needed repairs. Notifying staff of outages.
- Serve as primary approving officer for sub-office supply requests.
- Ensure sub-office supply requests follow proper protocol.
- Track non-available items and submit weekly request, if necessary, to Lilongwe office.
- Coordinate all incoming to and outgoing shipments while always prioritizing field technical needs.
- Coordinate all supply movements between district offices.
- Track and coordinate shipments in process.
- 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:
- Ensure stock delivered to supply hub is verified upon delivery.
- 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.
- Ensure inventories accurately reflect all office and transport tools and equipment.
- Ensure system of internal asset control including a properly documented way bill system.
- Verify stores inventories on a weekly basis and ensure inventories are disseminated in a timely fashion to Lilongwe and district officers.
- 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:
- Activities and findings including status of ongoing shipments, discrepancies between sent/received items and result of weekly inventory checks.
- 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
- Facilitate the Calls for Expression of Interest
- Draw up Vendor Agreements
- Form part of team assessing the contracts performance and provide necessary feedback
- 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
- From time to time identity, assess and recommend new accommodations found in Lilongwe and all the districts.
- Ensure valid lease agreements are on file in the drop box.
- Draw notice of termination when due.
- 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:
Baylor College of Medicine-Children Foundation Malawi
Private Bag B397
For email delivery: firstname.lastname@example.org
Closing date for receiving applications is on 12th August, 2022. Only shortlisted applicants will be acknowledged.