Background

The Ministry of Health (MOH) of the Republic of Malawi is a key partner to the Global Fund and GAVI for the fight of HIV/AIDS, Tuberculosis and Malaria (GFATM) and Vaccine preventable diseases.

MOH serves as a Principal Recipient for GFATM Grants and coordinates the Implementation of grants activities. The Ministry of Health has in this regard a dedicated Programme Implementation Unit (PIU) set up under Office of the Secretary for Health to manage the Global Fund and GAVI grants. This Unit carries out financial management and provides quality assurance, oversight, and guidance on routine management of projects funded under these grants.

The PIU is currently looking for energetic, creative, and highly skilled professionals to fill up the vacant positions of Program Officers responsible for : 1) Human Resources (1 position), Public Health Institute of Malawi (1 position), both under the component on building resilient and sustainable systems for health (RSSH) and the Department of HIV/AIDS (1 position).

The positions are tenable at the PIU Offices at Community Health Sciences Unit (CHSU) in Lilongwe. The engagement will be for an initial period of two years, with a 6 months’ probation period. The contracts will be renewable subject to satisfactory performance, availability of Funding and continued need. The positions are fully outlined below:

1. Programme Officer – Human Resources (1)

Reporting to the PIU Manager, the incumbent shall support the Human resources Department in the Ministry of Health with day-to-day coordination and management of Global Fund supported Grant activities and ensuring that the grant is implemented in compliance with donor regulations.

The individual will oversee HR related grant activity implementation and work closely with the PIU to ensure accurate financial reporting and compliance:

Summary of Key Functions / Key Results Expected

a. Programmatic functions

• Develop a Master Work- Plan with milestones for the GF grant implementation progress, with technical support from the appropriate HR officers
• Review of GF planned activities and in close collaboration with the appropriate HR officers and prepare proposals for funding
• Facilitate periodic reviews of progress in implementation of the GF planned activities, in close collaboration with the PIU M&E Officers
• Lead in the completion of the progress updates and disbursement requests related indicators fed in from HR where applicable, in collaboration with the staff of the PIU
• Follow-up on proposals submitted for funding, pending procurement requests with the appropriate unit in the MOH headquarters and any operational issues to ensure timely turn around
• Facilitate timely reconciliation of relevant funding advances, in collaboration with the appropriate HR officers
• Work with PIU’s finance & Program staff to ensure an accurate, timely, efficient and transparent process for the entire grant life cycle, from proposal to close. This entails pre-award management, tracking payments, reviewing or producing relevant reports, monitoring and post-award management
• Identify GF implementation bottlenecks and refer to the relevant entities/ officers for resolution
• Keep grant and programmatic documents related to Global
  Fund Grant for HR
• Undertake any other task assigned by the Programme Manager

b. Human resources functions

• Advising line managers and other employees on employment law and the employer’s own employment policies and procedures
• Coordinate all recruitment processes of MOH Health Care Workers (HCWs) under Global Fund grant
• Coordinating monitoring and verification exercise of HCWs under Global Fund grant
• Explaining and providing information on employee benefits, programs, and education
• Monitor the application of GF and Malawi Government policies and strategies
• Organizing and managing new employee orientation and training programs
• Facilitate pensions and benefits administration documentation of staff under Global Fund Grant :
• Representing PIU in recruiting, training and social events
• Perform other assignment as required

Professional and Education qualifications

• Minimum of bachelor’s degree in human resources management or business Administration or any related field from a reputable university.
• A Masters Degree will be an added advantage
• Five years of working experience in similar or related positions responsible for human resources, administration, and management.
• Working experience on grants management with international donors or development cooperation agencies and government will be an asset.
• Advanced proficiency in Microsoft Office, Outlook, Excel, word Project and Power Point.
• Ability to work independently within deadlines, self-motivated and creative to achieve results
• Organization and time management skills to meet multiple deadlines
• Knowledge of employment law, compensation, organizational planning, organization development, employee relations, safety, training, and preventive labour relations, preferred.
• Excellent interpersonal relationship building and employee coaching skills.

2. Programme Officer – PHIM (1)
Under direct supervision of the PHIM Director, the person will be responsible for following activities:

Summary of Key Functions / Key Results Expected

• Review of GF planned activities and in close collaboration with the appropriate PHIM officers, prepare proposals for funding
• Develop a Master Work- Plan with milestones for the GF grant implementation progress, with technical support from the appropriate PHIM officers
• Facilitate periodic reviews of progress in implementation of the GF planned activities, in close collaboration with the PIU M&E Officers
• Lead in the completion of the progress updates and disbursement requests related indicators fed in from PHIM where applicable, in collaboration with the staff of the PIU
• Identify GF implementation bottlenecks and refer to the relevant entities/ officers for resolution
• Follow-up on proposals submitted for funding, pending procurement requests from PHIM to ensure timely turn around
• Facilitate timely reconciliation of relevant funding advances, in collaboration with the appropriate PHIM officers
• Work with PIU’s finance & Program staff to ensure an accurate, timely, efficient and transparent process for the entire grant life cycle, from proposal to close. This entails pre-award management, tracking payments, reviewing or producing relevant reports, monitoring and post-award management
• Keep grant and programmatic documents related to Global
  Fund Grant for the PHIM
• Provide reporting requirements by PHIM to PIU as per donor reporting requirements
• Assist the PHIM in resolving any issues arising during implementational of grant supported activities
• Perform other assignments as required

Professionals and Education Qualifications

• A Bachelor’s Degree in Economics or Finance related field from a reputable university.
• Five years of working experience in similar or related positions responsible for accounting, financial management and reporting.
• Working experience on grants management with international donors or development cooperation agencies and government will be an asset.
• Advanced proficiency in Microsoft Office, Outlook, Excel, word Project and PowerPoint.
• Knowledge of grants – management requirements and policies of the Global Fund to Fight HIV, TB and Malaria would be an added advantage.
• Ability to work independently within deadlines, self-motivated and creative to achieve results
• Organization and time management skills to meet multiple deadlines.

Core competencies and attributes

• Competency in both structured and unstructured reporting requirements
• Proven ability to work under extreme pressure and deliver within tight deadline. Be willing and able to meet tight deadlines and including working long hours when required
• A team player who demonstrates patience, flexibility, and honesty.

3. Programme Officer – Department of HIV/ AIDS (1)

Under direct supervision of the Department of HIV/AIDS (DHA) Director, the person will be responsible for following activities:

Summary of Key Functions / Key Results Expected

• Work closely with the MOH PIU to facilitate the implementation Global Fund activities
• Work hand in hand with the DHA Programme Officers in preparing activity proposals and make sure all necessary documentations are fulfilled
• Make sure that the activity proposals are developed and submitted in line with approved global fund grant
• Assist DHA officers in timely submission of the liquidation documents to PIU
• Liaise with PIU to make sure requests from the program are approved and timely processed for implementation
• Follow up with PIU and MOH on any operational issues related with GF activities
• Keep grant and programmatic documents related to Global Fund Grant for the DHA
• Provide reporting requirements by DHA to PIU as per donor reporting requirements
• Assist the DHA in resolving any issues arising during implementational of grant supported activities
• Perform other assignments as required

Professionals and Education Qualifications

• A Bachelor’s Degree in Economics or Finance related field from a reputable university.
• Five years of working experience in similar or related positions responsible for accounting, financial management and reporting.
• Working experience on grants management with international donors or development cooperation agencies and government will be an asset.
• Advanced proficiency in Microsoft Office, Outlook, Excel, word Project and Power Point.
• Knowledge of grants management requirements and policies of the Global Fund to Fight HIV, TB and Malaria would be an added advantage.
• Ability to work independently within deadlines, self-motivated and creative to achieve results
  Organization and time management skills to meet multiple deadlines.

Core competencies and attributes

• Competency in both structured and unstructured reporting requirements
• Proven ability to work under extreme pressure and deliver within tight deadline. Be willing and able to meet tight deadlines and including working long hours when required
• A team player who demonstrates patience, flexibility, and honesty

Submission of Applications
Interested candidates should send their applications including a detailed curriculum vitae, copies of certificates plus names of three traceable referees/Telephone numbers by email to;- hr.piu@mohpiu.com with copies to naomi.mkonkholo@mohpiu.com

Completed applications must be clearly marked the Vacancy he/ she is applying for.

Closing date for receiving applications is 20th January 2024.