Job Opportunities at HJF Medical Research International - 5 Positions

Description Program description:

The Henry Jackson Foundation Medical Research International (HJFMRI) provides scientific, technical and programmatic support services to global medical research programs. Through an agreement with the US Centers for Disease Control and Prevention (CDC), HJFMRI provides administrative support for research activities related to HIV, malaria, TB and other infectious diseases conducted by our Kenya-based implementing partner, Kenya Medical Research Institute (KEMRI). The Program has a vacancy for an Administrative Assistant based in Kisian, Kenya.

Main Duties and Responsibilities:

• Serve as the primary point of contact for all visitors and callers to the site; and respond to inquiries.
• Provide administrative support to project PI’s, researchers and administrative teams; type official correspondence and manage incoming and outgoing mail.
• Process program-related domestic and international travel requests, coordinating with travel agencies, airlines and hotels to confirm air and ground transport and reservations, as well as travel insurance.
• Coordinate, develop and update travel plans for relevant collaborators and partners. 
• Handle and regularly reconcile petty cash.
• Calculate per diem and coordinate with the Finance team to facilitate travel advances and reimbursements.
• Verify and reconcile vendor invoices and initiate payment.
• Establish, maintain and update files, databases, records and other documents.
• Initiate routine purchase requests for office supplies.
• Schedule and coordinate appointments and maintain calendars, conference room reservations and plan organization-wide events.
• Document and maintain in a repository of minutes of official staff meetings.
• Maintain proper records of all equipment from acquisition to disposal and ensure generation of clear inventory report and equipment status.
• Perform other duties as assigned by the Supervisor

Qualifications and Requirements:

• Bachelor’s degree in Business Administration/Management or a related field
• A minimum of 3 years of administrative and/or logistics management experience.
• Computer literacy with proficiency in Microsoft applications.
• No criminal record.
• Competencies:
• Team player with high integrity, excellent interpersonal and communication skills.
• Flexibility and attention to detail with the ability to multi-task.
• Proactive with a well-developed capacity to monitor deadlines of critical activities.
• Ability to work in a multi-cultural environment under minimal supervision.
• Proficiency in written and oral English and Kiswahili.

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Job Description

VACANCY (RE-ADVERTISEMENT) 

Main Duties and Responsibilities:

• Organize all procurement activities relating to request for quotations, request for proposals, sealed bids, and price quotes.
• Review requisitions to ensure consistency and compliance with procurement plans and advise requesters appropriately.
• Review requisitions for completeness and accuracy; follow up on discrepancies with the initiating department; identify available suppliers for each requisitioned item.
• Organize and maintain computerized records containing vendor and bid information.
• Process requisitions into purchase orders using eRequester system and any resulting change orders.
• Receive, open, screen, log and date stamps bid responses/quotations, mail as required and organize bids for review by the specialist.
• Maintain and update professional supplies and suppliers database.
• Perform general clerical duties such as maintaining general files, typing, data entry, opening mail, and completing and processing standard purchasing forms.
• Coordinate and schedule meetings and appointments as requested; respond to inquiries which do not require the personal attention of the Procurement Specialist.
• Correspond with vendors regarding prices, product availability, and delivery.
• Respond to inquiries from research staff regarding requisitions, purchase orders, contracts and pricing information.
• Assist in answering incoming calls.

Qualifications and requirements:

• Bachelor’s degree in business management, purchasing and supplies or any relevant business degree.
• Diploma in procurement and supplies from a recognized professional body especially a CIPS qualification is an added advantage
• At least one year experience in a procurement environment, and administrative experience in an office environment
• Bachelor’s degree in Business Management, Purchasing and Supplies or a related field
• Diploma in procurement and supplies from a recognized professional body especially a CIPS qualification is an added advantage 
• At least one year experience in a procurement environment, and administrative
• Computer literacy with proficiency in Microsoft applications.
• No criminal record.

Required Skills:

• Team player with high integrity, excellent interpersonal and communication skills.
• Flexibility and attention to detail with the ability to multi-task. 
• Proactive with a well-developed capacity to monitor deadlines of critical activities.
• Ability to work in a multi-cultural environment under minimal supervision.
• Proficiency in written and oral English and Kiswahili.

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Job Description

Main Duties and Responsibilities:

• Serve as the primary point of contact for all visitors and callers to the site; and respond to inquiries.
• Provide administrative support to project PI’s, researchers and administrative teams; type official correspondence and manage incoming and outgoing mail.
• Process program-related domestic and international travel requests, coordinating with travel agencies, airlines and hotels to confirm air and ground transport and reservations, as well as travel insurance. 
• Coordinate, develop and update travel plans for relevant collaborators and partners.
• Handle and regularly reconcile petty cash.
• Calculate per diem and coordinate with the Finance team to facilitate travel advances and reimbursements. Verify and reconcile vendor invoices and initiate payment.
• Establish, maintain and update files, databases, records and other documents. 
• Initiate routine purchase requests for office supplies.
• Schedule and coordinate appointments and maintain calendars, conference room reservations and plan organization-wide events.
• Document and maintain in a repository of minutes of official staff meetings.
• Maintain proper records of all equipment from acquisition to disposal and ensure generation of clear inventory report and equipment status.
• Perform other duties as assigned by the Supervisor

Qualifications and Requirements:

• Bachelor’s degree in Business Administration/Management or a related field
• A minimum of 3 years of administrative and/or logistics management experience.
• Computer literacy with proficiency in Microsoft applications. 4. No criminal record.

Competencies:

• Team player with high integrity, excellent interpersonal and communication skills.
• Flexibility and attention to detail with the ability to multi-task.
• Proactive with a well-developed capacity to monitor deadlines of critical activities.
• Ability to work in a multi-cultural environment under minimal supervision.
• Proficiency in written and oral English and Kiswahili.

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Job Description

JOB SUMMARY:

The Program Director is responsible for implementation, evaluation, and support of projects and services assigned to under the CDC Cooperative Agreements and other Collaborations in Kisumu/Kisian, Kenya sites. Reports directly to the Director, HJFMRI Regional Office Nairobi.
This position is located in Kisumu/Kisian Kenya. The incumbent duties focus on operational oversight of the program including strategic planning, identifying and implementing required organizational change, reporting, contract management oversight, assuring regulatory compliance in support of clinical research management of human subject studies, training local staff, and collaborative problem solving with representatives of HJFMRI's regional and corporate offices. Key element is the building and maintaining relationships with CDC leadership in Western Kenya and KEMRI leadership at the Kisian Site.

ESSENTIAL JOB DUTIES:

• Facilitates daily program operations triage support and provides the overarching strategies that are essential to the successful establishment and sustainment of local sites for the Cooperative Agreement and other Collaborations.
• Coordinates with CDC and KEMRI leadership to ensure the program properly and effectively meets the sponsors’ requirements/expectations under the Cooperative Agreement and other Collaborations.
• Responsible for the development and coordination of the HJFMRI's service capabilities for the research programs and other collaborations that require, local and regional sites to employ host country nationals, and assuring fiduciary responsibility.
• Facilitates information flow between program members, scientific directors, HJFMRI, and HJF's corporate office.
• Coordinates the decision-making process between all program participants.
• Processes a strong financial background for close collaboration with the Kisian Financial Operations Director to ensure preparation of financial reports of the local program sites meet the requirements of the Sponsors and HJF/HJFMRI corporate offices.
• Directs, coordinates, and conducts host country personnel actions and furnishes guidance and assistance as needed.
• Demonstrates diplomacy when interacting with all internal and external staff.
• Supervises program staff members and authorizes hiring actions.
• Provides advice on manpower utilization, workflow, and operational procedures to increase efficiency, productivity, and make overall improvements for the program.
• Collaborates with the Kisian Financial Operations Director to analyze costs and pricing data submitted by the contract centers to verify and substantiate direct and indirect costs.
• Monitors requests for contract actions and proposals.
• Assures full compliance with all contract requirements, schedules, and provisions.
• Performs other duties, as assigned, and completes other projects as needed.
• Liaise with stakeholders and other local and international entities to leverage resources in support of current program activities and to foster new business opportunities for HJFMRI.

NONESSENTIAL JOB DUTIES:

• Monitors the initiation and processing of purchase orders, supply sources, work orders and maintenance and renovation requests.
• Supports HJFMRI business development efforts by providing timely and accurate information to HJF/HJFMRI corporate offices.
• Authorizes payment of invoices, when directed.

JOB SPECIFICATIONS:

Required Knowledge, Skills, and Abilities:

Must have knowledge of organizational objectives; knowledge of the federal acquisition process; experience in working or living internationally; thorough understanding of clinical research management and the use of human subject volunteers; ability to work completely independently; ability to use sound judgment in solving problems; ability to coordinate many complex systems and programs at the same time; excellent communication and interpersonal skills. Ability to lead in a matrix oriented structure.

Minimum Education/Training Requirements:

Bachelors Degree in international related fields or business.

Minimum Experience: 6 to 10 years related experience in international business management, personnel administration and/or procurement.

Extensive experience in international NGO program management.

Physical Capabilities: None
Travel Requirements: 15% of time

Required Licenses, Certification or Registration: N/A

Supervisory Responsibilities/Controls:

• Supervises support staff as directed Work Environment: office and laboratory setting
• Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Director of Human Resources.

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Job Description

Job Summary

The incumbent will work to support research and public health programs specifically across Africa. Activities will include, but are not limited to, senior review and approval where appropriate of scientific work of the programs. The HJFMRI International Scientific Lead will be the primary scientific point of contact for HJFMRI in dealing with host government counterparts.

Essential Duties 90% of Time

• Continuously drives the strategic direction and planning process for the HJFMRI programs in the area in coordination with program leads at the sites, at program stateside offices and HQ HJFMRI/HJF.
• Represents HJFMRI in all scientific matters pertaining to implementation with partners, including interactions with the most senior levels representatives of these institutions.
• Fosters and cultivates high-value relationships with all relevant local authorities (Ministry of Health, local research institutions, other partners and the military) at all levels. 
• Develops and maintains strategic relationships and alliances with the other USG partners and funders, including private sector partnerships 5. Strongly advocates on behalf of the programs and other national/international partners.
• Increases positive visibility of the programs through effective scientific representation at high-level visits with DOD, CDC, USAID, PEPFAR, and the respective host-country’s Ministry of Health.
• Champions the work planning process; ensures the programmatic plans are in-line with overall strategic goals and that administrative/operational work plans can effectively support those activities.
• Works with HQ Research Initiatives Office in support of the proposal process. Identifies new international business opportunities and provides feedback on pros and cons of pursuing.
• Develops and maintains a broad, consistent and constructive engagement with HJF/HJFMRI HQ to foster a sense of shared community, mutual trust and transparency.
• Works with administrative, technical and programmatic leads to ensure effective implementation and coordination of program activities and monitor progress toward the achievement of the project specific program goals and objectives.
• Works with HQ Office of Regulatory Affairs to ensure program compliance with all applicable local and US-based Regulatory requirements.
• Ensures that technical aspects are carried out according to HJF/HJFMRI policies and procedures.
• Reviews technical report submissions from partners in support of program deliverables.
• Presents progress, achievements, and lessons learned to key stakeholders, including funder, government, and other implementing partners. 
• Ensures timely and accurate reporting of program activities and results to HJF/HJFMRI HQ.
• Oversees implementation of project monitoring and evaluation activities and assures the quality of technical interventions are maintained.
• Proactively identifies and resolves potential problems and solicits assistance and input as needed to ensure that the project's performance meets or exceeds technical contractual requirements.
• Represents HJFMRI at international conferences.
• Conducts site visits as needed.

OTHER JOB DUTIES:

• 10% OF TIME 20. Provides collaborative assistance and mentoring to other program personnel and research scientists that require the incumbent's expertise.
• Maintains a safe work environment with appropriate training of other personnel.
• Supports a productive team environment.
• Completes other projects as needed.
• JOB SPECIFICATIONS: Required Knowledge, Skills, and Abilities:
• Demonstrated experience of successfully managing relationships with governments, donors, and other partners in a complex political environment and in resource-limited settings.
• Knowledge of infectious diseases, global public health challenges and proven strategies to positively impact the healthcare infrastructure in developing nations preferred.
• Strong communication skills; a demonstrated ability to communicate effectively in a variety of contexts: large and small groups, verbal, written and interpersonal skills; • Fluency in written and spoken English a must; fluency in Swahili a plus.
• Excellent strategic agility, diplomatic, advocacy, and conflict management skills. 
• Scientific research experience in international settings.
• Understanding of applicable USG procurement and contracting policies a plus.
• Ability to independently troubleshoot tasks and challenges.
• Work as a leader and part of a team in a remote setting. Minimum Education/Training Requirements: Advanced degree: Masters (MPH, MHA, etc.) with Doctorate (PhD, MD) in public health or relevant field.
• Minimum Experience:
• Minimum 6-10 years of senior level experience in program development, implementation, and management of research or medical programs experience.
• Physical Capabilities: Incumbent will be expected to relocate to Nairobi, Kenya and travel to various locations within Africa and Middle East, as well as Bethesda, Maryland (USA) as necessary to perform job duties.

Required Licenses, Certification or Registration:

• N/A Supervisory

Responsibilities/Controls:

Incumbent will work under the direct supervision of the Director, HJMFRI Regional Office, as well as in conjunction and oversight from the Vice President, Program Management at HJF HQ. Work Environment: often requires working evenings and weekends Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Vice President of Human Resources.