MULTIPLE POSITIONS: PROJECT MANAGER/PROCUREMENT OFFICER/BIRTH DEFECTS SURVEILLANCE PROJECT COORDINATOR/BIRTH DEFECTS SURVEILLANCE RESEARCH NURSE
Full Time
January 10, 2024
Lilongwe, Malawi
January 24, 2024

Company: Ministry of Health

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Overview

BACKGROUND:
The Malawi Government through the Ministry of Health established Public Health Institute of Malawi (PHIM) in 2013, as a Centre of Excellence in Public Health. Its primary role is to provide leadership in disease surveillance, research, prevention, and control through generating evidence that informs policy and advances practices in public health service delivery. PHIM is dedicated to strengthening the nation’s capacity in order to respond to a broad spectrum of public health challenges. This includes addressing emerging communicable and non-communicable diseases.

PHIM with technical and financial support from the Centre for Disease Control (CDC) is implementing a five (5) year project, entitled “Building and Strengthening Public Health Systems for HIV and Public Health Surveillance, Response, and Control in Malawi” under the President’s Emergency Plan for AIDS Relief (PEPFAR) through a Cooperative Agreement (CoAg). The project aims to enhance national HIV surveillance and response and strengthen the public health infrastructure and capacity to respond to public health threats and events, including infectious disease outbreaks, pandemics, and other public health emergencies among people living with HIV.

In order to achieve the objectives of the Cooperative Agreement, PHIM is looking for candidates to fill the following positions:

 

 

1. PROJECT MANAGER

Location: Public Health Institute of Malawi (PHIM), Lilongwe
Reporting to : Principal Investigator
Terms of Employment: One (1) year Contract (Renewable)

Job Purpose:
The Project Officer holds responsibility for overseeing the implementation of the project activities through provision of leadership in project implementation, expenditure control and ensuring compliance with established regulations and guidelines.

Responsibilities:

1. Strategic Project Management:

  • Lead, oversee, and manage the day-to-day operations of the CoAg-aligned projects, ensuring compliance with set objectives, timelines, and budget allocations.
  • Develop detailed project plans, work breakdown structures, and critical path analysis, constantly monitoring and addressing potential risks and deviations.

2. Stakeholder Collaboration and Engagement:

  • Foster robust relationships and partnerships with a spectrum of stakeholders, including government bodies, NGOs, health institutions, and community representatives.
  • Collaborate with stakeholders to align project activities with national health strategies and initiatives, ensuring coherence and maximal impact.

3. Capacity Building and Training Initiatives:

  • Plan, implement, and oversee capacity-building programs aimed at empowering the public health workforce. This includes identifying training needs, organizing workshops, and delivering impactful training sessions.
  • Support the development of training modules and materials focused on enhancing skills relevant to surveillance, epidemiology, and public health management.

4. Data Management and Analysis Oversight:

  • Supervise data collection, analysis, and interpretation processes, ensuring the utilization of robust methodologies and adherence to data quality standards.
  • Facilitate the translation of data insights into actionable strategies, supporting evidence-based decision-making within the project framework.

5. Documentation, Reporting, and Knowledge Sharing:

  • Maintain an updated repository of project documents, reports, and records, ensuring their accessibility and accuracy for internal and external stakeholders.
  • Document successes, lessons learned and challenges in implementation, project reports and results to the project and donor, including routine quarterly, annual and other reporting requirements as requested

Qualifications, Experience and Skills:

  • Master’s Degree in Public Health, Epidemiology, Health Management, or any other Health related field from the recognized institutions.
  • Five (5) years’ experience at project management level, preferably in the field of public health.
  • Knowledge in public health systems and epidemiological principles.
  • Proficiency in data analysis tools and project management software
  • Those with working experience in CDC’s supported projects, will have an added advantage.

 

 

2. Procurement Officer
Location: Public Health Institute of Malawi (PHIM), Lilongwe
Reporting to: Project Manager
Terms of Employment: One (1) year Contract (Renewable)

Job Purpose:
The Procurement Officer will be responsible for managing and executing procurement-related activities within the framework of the CDC – PHIM Cooperative Agreement.

Responsibilities:

Leadership:

  • Provide technical advice on procurement operations aligned with CDC PHIM/MoH policies and procedures.

Management:

  • Maintain a procurement tracker, continuously updating transactions through various levels.
  • Process purchase requisitions, seeking clarifications on specifications when needed.
  • Ensure adherence to PHIM procurement procedures and policies.
  • Assist in tender document preparation, evaluation reports, and drafting of contracts.
  • Solicit quotations and samples, preparing quotations summaries for review.
  • Participate in Internal Procurement Committee meetings and prepare minutes.
  • Engage in negotiations with suppliers regarding prices, contract terms, and delivery timelines.
  • Prepare Basis for Vendor Selection (BVS) and associated documentation.
  • Generate and dispatch Purchase Orders, ensuring vendor contract acceptance.
  • Monitor supplier performance and report performance lapses.
  • Follow up with vendors to ensure timely delivery of goods and services.
  • Liaise with the warehouse to cross-check incoming goods for conformity.
  • Maintain an efficient filing system for procurement documents.
  • Scrutinize incoming invoices, submit them to finance, and keep file copies.
  • Update open Purchase Orders in the Quick Book system.
  • Provide guidance to requesters on procurement procedures and policies.
  • Offer periodic feedback to requesters on the status of their procurement requests.
  • Undertake other duties as assigned.

Qualifications, Experience and Competencies:

  • Bachelor’s Degree in Procurement or Supply Chain Management or any other relevant qualification; with minimum five (5) years post graduate experience in procurement.
  • A professional qualification in procurement from recognised institutions (such as the Chartered Institute of Purchasing and Supply (CIPS);
  • Minimum 3 years work experience on donor funded projects;
  • Must have knowledge of the Malawi Public Procurement and Disposal of Assets Law.
  • Must be a registered full member of Malawi Institute of Procurement and Supply (MIPS)

 

 

 

3. Birth Defects Surveillance Project Coordinator

Location: Public Health Institute of Malawi (PHIM), Lilongwe
Reporting to: Project Manager
Terms of Employment: One (1) year Contract (Renewable)

Job Purpose:
Under the PHIM CDC Cooperative Agreement, PHIM is implementing an observational Birth Defects Surveillance study (BDS) in four (4) hospitals, namely; Queen Elizabeth Central Hospital; Bwaila Hospital, Lilongwe; Ntcheu District Hospital; and Mangochi District Hospital. The aim of BDS is to establish and
implement a birth defects surveillance system to estimate prevalence of birth defects and to conduct a nested case-control study to examine the association of maternal use of antiretroviral treatment (ART) and birth defects in the four (4) hospitals. Therefore, the BDS Coordinator will be responsible for coordinating the BDs activities including project planning, budgeting, maintenance of study protocol and regulatory documents in line with study requirements.

Responsibilities

Technical

  • Coordinates the day-to-day activities of any technical staff specifically engaged in the carrying out of activities of the BDS, as appropriate to the position.
  • Provide training to research nurses /midwives involved in the study
  • Provide support in reviewing birth defects cases and provide feedback to study team
  • Assists the BDS PI in development of materials and tools necessary to conduct of the study.
  • Prepares research ethics board(s) applications.
  • Ensuring that the study is adhering to all relevant SOPs.
  • Ensuring that the study is adhering to Good

Clinical Practices.

  • Ensure that serious adverse events and protocol violations are properly documented and reported.
  • Ensure the generation, filing and maintenance of all regulatory documents.
  • Coordinates and facilitates monitoring, auditing and inspection visits.
  • Collaborates with the BDS PI and institution to respond to any audit findings and implement approved recommendations.
  • Instituting Corrective and Preventative Actions.

Administrative

  • Plans and coordinates the study staffing including appropriate training.
  • Ensuring that the study expenses are in line with the approved budget.
  • Ensuring that the study has the required resources.
  • Generating and submitting monthly, quarterly and annual reports to relevant stakeholders.
  • Planning and coordinating meetings with relevant stakeholders.

Qualifications, Experience and Skills

  • Bachelor of Medicine Bachelor of Surgery (MBBS) OR Bachelor’s degree in Clinical Medicine.
  • At least five (5) years’ experience in management of clinical medicine or clinical research.
  • Must be registered with the Medical Council of Malawi
  • Those with experience in Birth Defects Surveillance will have added advantage.

 

 

4. Birth Defects Surveillance Research Nurse
Location: Public Health Institute of Malawi (PHIM), Lilongwe
Reporting to: Birth Defects Surveillance Project Coordinator
Terms of Employment: One (1) year Contract (Renewable)

Job Purpose:
Reporting directly to the BDS Project Coordinator, the Research Nurses will be conducting deliveries at participating health facilities, examination of newborns at delivery, enrolment of maternal infant pairs into sub-studies, completion of CRFs, providing nursing care and other project duties as may be assigned
from time to time.

Responsibilities

Technical

  • Assisting the BDS Project Coordinator in developing, revising and updating BDS standard operating procedures.
  • Obtaining informed consent from study participants for the study and any related sub-studies.
  • Conducting deliveries at participating health facilities.
  • Examination of newborns and enrolment of maternal infant pairs.
  • Completion of CRFs.
  • Support in responding to data queries.
  • Conduct QC of study data (paper and tablets).
  • Supporting Site Focal person/managers in identifying and resolving BDS implementation challenges.
  • Building and maintaining a good work relation with key partners.
  • Mentoring of BDS activities to key partners, especially Ministry of health staff

Data capturing and recording:

  • Conducts daily reviews of Case Report Forms and source documents to ensure accurate data recording.
  • Assisting the Site Focal person/Manager in ordering and accounting for supplies at the clinic and research ward
  • Assisting the Site Focal person/Manager in collecting and compiling data on screening, enrolment and follow-up processes for submission to the BDS Project Coordinator.

Qualifications, Experience and Skills

  • Bachelor’s Degree in Nursing and Midwifery.
  • Must be registered with the Nurses and Midwifery Council of Malawi
  • At least three (3) years’ experience working in the labour ward.
  • Must be have a minimum of two (2) years’ work experience in research setting.
  • Those with experience in Birth Defects Surveillance will have added advantage

MODE OF APPLICATION
Interested persons should submit their application letters that should include copies of relevant certificates and Curriculum Vitae which has phone numbers and names of three traceable referees by 24th January 2024 to:

The Secretary for Health
Ministry of Health
P.O. Box 30377
LILONGWE 3

Attention: Director of Human Resource Management and Development