Administrator (1), Program Manager (1)

JOB ADVERTISEMENT

Background:

The Makerere University School of Public Health (MakSPH) in collaboration with schools of Public Health in 6 high burden Malaria countries (Uganda, Tanzania, Nigeria, The Democratic Republic of Congo, Niger and Burkina Faso) have received a grant from the Bill & Melinda Gates Foundation to implement a leadership and management training program for senior and middle level managers.  The aim is to equip these managers with skills to spearhead national Malaria elimination efforts. The program will be co-led by Makerere University School of Public Health and University of Kinshasa, a Francophone partner to support implementation in the French speaking countries. We will work with Ministries of Health (from which majority of trainees will come) in each of the participating countries as well as partners supporting Malaria control efforts. Suitable candidates are being sought to fill the positions of Program Manager and Administrator at Makerere University School of Public Health.

1. Position: PROGRAM MANAGER (1)

Summary of responsibilities

1. Support the process of programme start up and planning, working with the relevant country focal persons to see that all relevant programme start up and planning tools are developed
2. Provide technical and management support to the country Program lead to coordinate overall programme implementation across six participating countries and universities to ensure that implementation occurs on time and within budget and that the information feeds into internal and external learning
3. Support the drafting, editing, and formatting of course materials, course descriptions, documents, and reports
4. Create and maintain course schedules and calendars for multiple contracts and course offerings
5. Support the recruitment of trainees and their full participation throughout the training program
6. Coordinate the recruitment and continued engagement of Facilitators for the Programme ensuring that Facilitators are available and training materials are available and accessible to trainees
7. Together with the IT support person oversee the online delivery of the training 
8. Participate in Consortium meetings to review the progress of activities, analyze and respond to the strategic and operational needs of the program and any other needs
9. Be the key point of contact for coordinating national activities of the network
10. Support the Country coordinators of the six countries to monitor and review their budgets on a regular basis and work with them to institute corrective measures for any anomalies that may arise
11. Be responsible for developing consolidated progress and quarterly narrative reports in accordance with arrangements specified by the Gates Foundation
12. Work with the finance and the programme lead to ensure financial reports are submitted in accordance with the requirements of the Gates Foundation
13. Lead the development of any additional programme documentation that may be requested
14. Support regional and national efforts on the adoption of policies and guidelines that are best practice for malaria eradication 
15. Provide technical input to the design of advocacy materials and technical briefs
16. Work with the country team to prepare and implement a stakeholder engagement plan in order to create a close working relationship with the Ministry of Health, and other relevant stakeholders in each participating country
17. Work with the Country coordinators to determine technical support needs to implement the Programme in their countries effectively and with high quality and liaise with them to obtain the technical support
18. Monitor the performance of the programme and see that the work is of high technical quality.
19. Provide regular and timely updates to the Program Lead and the Francophone coordinator in DRC
20. Engage fully as a member of the MakSPH staff team, including participation in staff meetings and other events, and provide administrative support to other country team members as needed
21. Carry out any other activity related to the project given by the supervisor

Position Requirements

• A postgraduate qualification in medicine, public health, epidemiology or another relevant specialty
• Experience of coordinating local or international leadership training and capacity building projects
• Basic understanding of training and education with some experience in adult education
• Experience of working closely with the Ministry of Health and other stakeholders in relation to malaria control policy and practice
• Exceptional problem solving, planning, and organizational skills and attention to detail
• Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment
• Excellent verbal and written English language skills
• Good verbal and written French language skills is an added advantage
• Proficiency in Microsoft Office particularly Word, Excel, and PowerPoint
• Proven capacity to take initiative and willingness to learn new skills as needed
• Strong work ethic and the ability to work well independently and as part of a team
• Outstanding interpersonal skills and ability to interact with individuals at all levels and multi-cultural teams
• A good understanding of health systems strengthening approaches
• Experience of managing others, including training and mentoring

Reporting Relations:

Reports to the Team Lead of the African Leadership And Management Training for Impact in Malaria Eradication (ALAMIME) Project.

2. Position: ADMINISTRATOR (1)

Summary of responsibilities

• Work with the team to plan and track administration work for the ALAMINE project
• Organize project events and training, liaise with delegates, venues and trainers as required
• Preparation of course materials including creating, photocopying and collating delegate packs, name badges and certificates
• Perform clerical duties including typing, photocopying, scanning, faxing, filing, and mailing
• Provide logistical support for workshops and project/field activities
• Assist project leads in the development of logistics plans for trainings and workshops
• Assist respective project leads in drafting and distributing letters; and seek confirmation of participation for events organized by ALAMIME
• Coordinating and scheduling conferences, meetings, and travel arrangements for staff traveling within and outside of Uganda
• Manage local travel logistics for in-coming ALAMIME project visitors
• Determines needs and coordinate the procurement of office supplies, equipment, repair and maintenance services.
• Maintains confidentiality of documents and information received

• Coordinate transportation and maintain monthly transport log
• Ensure timely settlement of vendor payments (internet, transport, office rent etc.)
• Update and maintain monthly petty cash register
• Monitor monthly project expenditure and compile a quarterly budget request
• Support finance department with invoicing and expense tracking
• Coordinate with accounts for the submission of complete and accurate financial reports
• Engage fully as a member of the MakSPH staff team, including participation in staff meetings
• Provide administrative support to other team members as needed
• Any other duties as assigned by your immediate supervisor

Position Requirements

• Degree in Secretarial Studies, Social Science, and any other related field.
• At least 1 years’ experience in administrative work
• Previous event planning and management experience
• Excellent verbal and written English language skills
• Good verbal and written French language skills is an added advantage.
• Experience serving as an administrator of multi partner projects is an added advantage.
• Financial management skills
• Exceptional organizational skills and attention to detail
• Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment
• Proficiency in Microsoft Office particularly Word, Excel, and PowerPoint
• Proven capacity to take initiative and willingness to learn new skills as needed
• Strong work ethic and the ability to work well independently and as part of a team
• Outstanding interpersonal skills and ability to interact with individuals at all levels including the ability to communicate in an effective manner with a wide range of stakeholders

Reporting Relations:

Reports to the Team Lead of the African Leadership And Management Training for Impact in Malaria Eradication (ALAMIME) Project.

How to apply:

Interested persons should email their applications with current CV, along with an application letter, copies of educational transcripts and any other certificates AS ONE PDF FILE to recruitment@musph.ac.ug.

The applications should be addressed to: The Dean, Makerere University School of Public Health.

Deadline for submission is 1st October 2021 at 5:00pm.

Please provide a reliable day time phone contact.

Only short-listed candidates will be contacted for interviews. Canvassing is not allowed.