ORGANIZATIONAL PROFILE:
Partners in Health (PIH) is a non-profit organization based in Boston, Massachusetts, USA, whose mission is to provide a preferential option for the poor in health care. Through service delivery, training, advocacy and research, PIH works globally to bring the benefits of modern science to those most in need and to serve as an antidote to despair. PIH has programs in Haiti, Peru, Mexico, Russia, Rwanda, Lesotho, Malawi, Sierra Leone, Liberia, Kazakhstan and Boston.

PIH began working in Malawi in 2007, where today we support the Ministry of Health (MOH) to serve a catchment area of 165,000 through 12 health centers and two hospitals in partnership with our sister organizations. Abwenzi Pa ZaUmoyo (APZU) has its headquarters in Neno District with operations across the country.

We therefore seek to recruit suitably qualified and experienced candidates for the following positions:

 

1. Position : Human Resource and Administration Manager
Reports to : Director, Human Resource and Administration
Commitment : Full Time (Monday-Friday)
Working Hours : Regular Office Hours (40-45Hrs/Week)
Location : Neno District, Malawi

Position Summary
The Human Resource and Administration Manager (HRAM) is a key member of the operations department working closely with APZU’s Director of Human Resource and Administration (DHRA) and other relevant senior APZU staff to support routine functions of the HR department such as staff recruitment, compensation, labor relations, benefits, training, and employee services. The Human Resource and Administration Manager will also support the Director of Human Resource and Administration (DHRA) in developing and enforcing
organizational policies and recommended HRA practices and systems.

Responsibilities and Duties:

Strategic Positioning and Human Resource Management (50%)

• In liaison with DHRA support all organizational Recruitment process by ensuring they are conducted in a fair and clear manner to evaluate each candidate. Work with other teams to update quality interview questions and evaluation tools and discussions.
• Support executive and departmental leadership in developing strategic job requirements, skills and competencies required for each open position and ensure that an effective recruitment strategy is in place to enable the organization to attract and retain highly qualified employees.
• Support DHRA and leadership in developing and implementing effective change management and performance appraisal systems for the organization.
• Verify HRA staff performance through review of completed work assignments, conduct their performance appraisals, and respond with relevant quality improvement interventions to improve on outcomes.
• Work with Managers and departmental leadership to design and implement comprehensive on-boarding packages for newcomers that includes orientation and signing of contracts and understanding of all key
  policies such as the terms and conditions of service as well as sharing the organization’s values, norms, and vision—familiarizing them with the overall ethos of the organization.
• Provide support and guidance to senior management and other staff when complex, specialized and sensitive HRA questions and issues arise; may be required to execute routine tasks in delicate circumstances such as investigating allegations of wrongdoing, addressing reported grievances, disciplinary hearings, administering exit interviews and terminations among others.
• Ensure that the organization complies with government employment laws and regulations and recommended HRA practices and lead reviews of policies and practices to maintain compliance.
• Support the department in developing HRA policies and procedures that ensure fairness and equity in the workplace and are enforced in a consistent and transparent manner.
• Create and implement professional development programs, initiatives and policies that are well aligned to program development goals and organization’s strategic vision and plan and which allow employees to
  grow and develop in their current roles as well as prepare them for career advancement within the organization.
• Ensure the organization has and follows a clear process for handling grievances, disciplinary procedures and terminations which may include consultation with legal counsel to ensure the organization acts in accordance with the law, avoiding any mishandled situations and subsequent lawsuits.

Strategic Positioning and Administration Management (50%)

• In liaison with DHRA collaborates with all management staff to identify and deliver the required administrative support operations for the organization.
• In liaison with DHRA collaborates with other management staff to draft and implement an annual administrative budget
• Support the DHRA in coordinating Office communication by ensuring availability and management of office telephone and ensuring uploading of airtime to staff mobile phones is timely done.
• Manage Office service Contracts including agreement for office premises rental, guesthouse and the other field sites.
• Support with supervision to ensure adequate security at the Office, Office properties and the other field sites.
• Manage constant and adequate availability of office consumables, utilities, stationery and supplies; ensure a functioning system for requests for supplies for trainings and other implementation activities to ensure timely delivery of training supplies etc.
• Ensure all logistical support for staff and site visitors, including transport and other travel requirements, hotel/guest accommodations, conference bookings, etc.
• Manage office and house premises to maintain a good and conducive work environment.
• Support DHRA in ensuring that all statutory requirements are met on time i.e. PAYE, income tax, VAT, workers’ compensation, etc.
• Any other assigned duties as required.

Competencies and Attributes:

• Personal qualities: Knowledge of all labour related laws, conventions and provisions applicable to Malawi; must have initiative and be resourceful with a high level of integrity; must have an analytical mind, hardworking and can delegate responsibility; high level of diplomacy, interpersonal skills and ability to lead and work with teams of professionals; Self-motivated individual with the ability to work under pressure; able to plan and develop programs, explore problems and assist other department heads in carrying out HR functions; passion for global health and social justice.
• Leadership skills: Ability to lead collaboratively, yet able to make robust decisions required in meeting complex requirements of the job; management and leadership skills; ability to impart knowledge, motivate
  fellow workers, coach and counsel and appraise staff.
• People management: excellent oral and written communication, including diplomatic in handling complex political and interpersonal situations, coordination, collaboration, supervisory control, staff appraisal and
  development and community relations.
• Operational management: planning, budget management, compliance, evaluation and control, strategy formulation and implementation, policy development and implementation, asset management and functional reviews.

Qualifications and Experience

• Minimum of a Bachelors’ Degree in Human Resource/Public Administration/ Business Administration/Public policy or any other relevant University Degree in Human Resources and Industrial Relations and Administration fields. Those with Masters’ Degree in relevant field will have an added advantage.
• At least 10 years’ experience working in a busy organization at senior management level in either the public or private sector. Strong preference for NGO experience and understanding of the health sector.
• At least 10 years of proven experience in policy development, functional reviews, strategy formulation and implementation and budgeting.
• Commitment of at least 5 years
• Willingness to live and work full-time in a rural setting
• Ability to lead by example, demonstrating integrity, professionalism and a strong work ethic as well as ensuring a positive, inclusive and respectful working environment.
• Commitment to health, social justice and passion for strengthening the health system in Malawi.

 

 

 

2. Position : Monitoring and Evaluation Officer
Reports to : Monitoring and Evaluation Manager
Commitment : Full Time (Monday-Friday)
Working Hours : Regular Office Hours (40-45Hrs/Week)
Location : Neno District, Malawi

Position Summary
The Monitoring and Evaluation Officer will support clinical department, community health department, research, data collection, analysis, visualization, and reporting. This will include ongoing data collection activities with different platforms (CommCare, Tovuti LMS, DHIS2, electronic medical records (EMR),
Microsoft Excel, and paper-based data collection).

This position focuses on designing the data collection mechanisms, ensuring appropriate implementation, reviewing data collected for quality assurance and quality improvement purposes, and training/overseeing data collection among program teams. The Monitoring and Evaluation Officer will be based at Upper Neno and have other administrative duties as assigned. S/he will travel regularly throughout Neno District on weekdays to oversee and monitor projects.

Responsibilities and Duties

Support M&E for all departments (clinical, community, operations) and trainings.

• Create comprehensive monitoring and evaluation plans focusing on measuring the impact of programs from all departments such as WDF, cervical cancer, GAIN, Teen Club, non-communicable disease (NCD), HIV,
  POSER, CHW, CP, SHARC, mental health
• Review and maintain dashboards that highlight programmatic performance, including Organisation high-level indicators and Organization Strategic Plan.
• Conduct data quality assessments on Takeda Grant, HIV, NCD, palliative care, DHIS2, and PDC data and suggest quality improvement projects.
• Develop routine data collection tools and digitalize using CommCare, DHIS2, Tovuti LMS for Takeda Grant, EMR, Sharepoint, PowerBI, and any digital device to track programmatic indicators.
• Analyse data and generate reports/presentations to support decision-making and ensure reports are submitted on time and of good quality.
• Mentor chronic disease and primary health care facility clinical teams, Community teams (Site supervisors, officers, and coordinators), and data technicians in data interpretation, review, utilization, and presentation.
• Work with HMIS Officers in Neno and other districts as well as Clinical and Community teams on data collected during emergency response and training them on the data collection tools used for the exercises, developed by the PIH team (Commcare, PowerBI, etc.) or other implementing partners, including Malawi Government.

Reporting

• Report to the M&E Manager regularly by providing weekly activity reports as required.
• Develop standard operating procedures (SOPs) for all project reports
• Ensure that all reports and data requests for projects are submitted on time and of quality.
• Any other assigned duties assigned as deemed fit by the supervisor for the progression of the organization.

Required Qualifications and Attributes

• Minimum of a Bachelor’s Degree of Science in Statistics/Information Technology, or any other related field.
• Minimum of two years’ experience working with tablet-based data collection systems such as CommCare or ODK.
• Minimum of three years’ experience organizing, analysing, and presenting data in Microsoft Excel.
• Prior experience managing other members of data collection teams and executing quality assurance and quality improvement protocols.
• Expertise in survey design, quantitative data analysis, and program management.
• Experience with Stata, R, Power BI, Python, SAS, or other analytic software a plus.
• Experience with Microsoft Power BI, Tableau, or other data visualization software a plus.
• Native of Malawi, fluent in Chichewa and English, with written proficiency in English.
• Willingness to live and work full-time in a rural setting in Neno District.
• Willingness to travel throughout Neno District for fieldwork.
• Ability to work well in a dynamic team environment alongside health workers, support staff, and health personnel from various backgrounds.
• Able to work under minimum supervision.

 

 

 

3. Position : Procurement Officer
Reports to : Operations Manager
Commitment : Full Time (Monday-Friday)
Working Hours : Regular Office Hours (40-45Hrs/Week)
Location : Neno District, Malawi

Position Summary
Procurement Officer is a key position to the success and delivery of quality programs. PIH Malawi deems Procurement as one of those systems and functions necessary to ensure effective implementation of programs.

The Procurement Officer will work closely with the Operations Manager, Pharmacy Supply Chain Manager and Program Managers and will be responsible for supporting with all procurement activities. The Officer will oversee efficient planning, organizing and control for all activities related to procurement of consumables, equipment and specific services at PIH/APZU.

Responsibilities and Duties:

• Review purchase orders to ensure that they are complete, accurate and conform to company policies and procedures.
• Undertake procurements according to the procurement policy and procedures of the organisation and/or donor, following the correct authorization process, in compliance with ethical practices and adhering to all the relevant laws and regulations.
• Support the development and implementation of annual procurement plans.
• Monitor contractor performance to ensure that contractual obligations are being met.
• Analyze departments/programs’ procurement needs and/or past consumption patterns to establish a procurement strategy that minimizes stock outs across all departments and programs.
• Ensure that suppliers meet quality and regulatory requirements along with expiry date requirements.
• Decide on the best and economical sourcing method while considering delivery time and impact on program implementation.
• Undertake bid/quotation evaluation process and vendor selection for items and services as required by the procurement policy and all other relevant procurement regulations and best practices.
• Work closely with PIH’s international shipping team to timely obtain purchase approvals and all relevant shipping documents/information to accurately process duty waivers in advance of incoming shipments to avoid reception delays and demurrages.
• Undertake pre-qualification process and annual review of the suppliers’ database.
• Provide support and respond to suppliers’ and internal customers’ inquiries and queries.
• Track the local procurement orders and keep team leaders informed on the status of their orders.
• In the absence of Procurement Manager, arrange IPC meeting and as its secretary, prepare the agenda for the meeting, write minutes and send them to all the members.
• Manage staff performance of subordinates through establishment of measurable objectives and fair and unbiased performance systems, handling unsatisfactory performance with appropriate performance improvement plans and coaching, mentoring and other developmental opportunities.
• Prepare and manage contracts with suppliers, assessing suppliers’ performance and advice management if necessary.
• Work closely with both programs and the finance teams to ensure that adequate documentation (purpose for purchase, quotations, purchase orders, delivery notes, and invoices) are submitted for each purchase and are well filed for long term records.
•  Perform additional tasks at the request of the Operations Manager/Operations Director.

Required Qualifications and Attributes

• Must have a minimum of Bachelor’s Degree in Procurement/Supply Chain Management or a related field.
• Must have a minimum of 5 years’ experience in procurement in a busy institution.
• Strict moral code and ethical standards
• Ability to balance the priorities and objectives of APZU.
• Ability of protect the procurement systems and supply chain of APZU
• Excellent communication and negotiation skills
• Good analytical, problem solving skills and decision making aptitude.
• Proactive approach and ability to work on tight deadlines
• Ability to work well with a culturally diverse team and exhibit high diplomacy and interpersonal skills.
• Willingness to live and work full-time in a rural setting.
• Proficiency in Microsoft Office

Benefits & Remuneration 

An attractive remuneration package will be offered to the successful candidates commensurate with experience and qualifications.

Qualified and interested persons should apply to the address below, enclosing their cover letter; copies of relevant certificates and Curriculum Vitae indicating three names of traceable referees with valid telephone numbers and email addresses not later than Friday, 2nd February, 2024. Only short listed candidates will be contacted for interviews.

Email: apzuhr@pih.org with the title of the position indicated on the subject of the email Or

The Director of Human Resources and Administration
Partners In Health/Abwenzi Pa ZaUmoyo (PIH/APZU)
P. O. Box 56
NENO
Or
P. O. Box 1774, BLANTYRE

NB: Partners In Health/Abwenzi Pa ZaUmoyo (PIH/APZU) is is an equal opportunity employer, so, all qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, tribe, disability status, or any othercharacteristic protected by law. We strive to provide an inclusive and supportive working environment.