Administration Officer Full Time

Job Description

Introduction

The Malawi-Liverpool-Wellcome Research Programme (MLW) (http://www.mlw.mw) is an internationally recognized centre for research and training, funded by the Wellcome (W) in collaboration with our key partners, the Kamuzu University of Health Sciences (KUHeS), Liverpool School of Tropical Medicine (LSTM) and University of Liverpool (UoL) among others. We are committed to promoting research and training led by Malawian & International scientists, with the aim of conducting science that drives health and wellbeing in Malawi and elsewhere in the Region.

The programme would like to engage the services of a competent and forward looking individual to work as  Administrative Officer  who will be working under the Vaccinology Research Group. The Administration Officer is a pivotal role responsible for recording and managing administrative and financial activities in collaboration with the Senior Admin Officer. This position ensures the efficient running of Clinical Trials within the Vaccinology Research Group, KVU office, and the 4 Research-clinics (Ndirande, Limbe, Zingwangwa, and Bangwe). The successful candidate will assist the (Co)-PI in managing and coordinating study activities, taking the lead in formulating clinical trial budgets.

Responsibilities

Professional Requirements

Financial Management:

• Ensure that transactions are initiated and tracked through the usage of Serenic Dynamic System.
• Review of KVU projects monthly financial reports to address any discrepancies.
• Perform month to month expenditure analysis for performance review and present the overview to Sponsor and PIs.
• Monitoring of day-to-day project spending, to avoid budget over-expenditures, plus providing and initiating next best alternatives of expenditures not budgeted for.
• Assist in reconciliation of payments, receipts, and fast-tracking of timely payment of suppliers that deal with KVU projects.
• Prepare Budgets for any Upcoming projects, and Re-budgeting, as applicable, for budgets that have been already implemented, for submission to Sponsors.
• Retrieving and refiling of the projects archived finance files, as requested by the Project’s  Auditors.
• Resolve any financial queries raised by the Sponsor concerning the Project.
• Management and oversight of all Project’ Petty cash floats.
• Timely approval of payments as per the delegated maximum approval limit.

Administrative duties:

• Liaison with all MLW Depts and other projects, including Director’s office and governancefunctions.
• Lead in organization of meetings, including diary bookings, room preparation and projection,e-communications and teleconferencing, agenda preparation, and follow-up on actions
• Arrange and coordinate local and international travel logistics for the Project Lead staff and provide travel or transport support to staff members as requested.
• Support the PI and co investigators with the review of the checklist of regulatory requirements for Ethics submissions.
• Management of project equipment and timely servicing or maintenance of the equipment.
• Ensure that lease-agreements of the project are up to date.
• Oversight of the project’s visitor’s hospitality within MLW.
• Management of study administrative activities and implementation of operational procedures.
• Notifying the Line Manager regarding all accidents and potential hazards.
• Ensure that there are no project stock outs of materials and consumables.
• Coordinate shipping and deliveries of project specific supplies and consumables.
• Assist the project manager and PI in establishing general operational gaps and provision of solutions to cover the gaps.
• Ensure that staff have appropriate and required protective clothing and uniforms.
• Coordinate and supervise the daily operations of the KVU office and all project sites.
• Attend meetings on behalf of the PI when delegated, both within and outside MLW meetings.
• Maintain and establish project supervision and line management structures.
• Participate in staff recruitment processes and ensure that Best Practice, MLW HR guidelines and policies are followed.
• Resolve, mitigate or delegate administrative study site issues.
• Monitor leave, grant salaries, contract periods, disciplinary issues, orientation, and training of staff.
• Organize Project’s refresher trainings for Project staff.
• Ensure that Medical Council Certificates and TEP requirements for Study staff, as applicable, are up to date.

Health & Safety:

• To take full responsibility for ensuring a safe work environment by following health and safety rules   for colleagues and study participants
• To keep up to date and maintain awareness of all Health and Safety issues by fulfilling the following:
• Attending the scheduled quarterly Health & Safety sensitization trainings at least once a year
• Attending a Health and Safety induction during the first week of employment, signing acknowledgement and keeping abreast of the MLW Health and Safety Policies and their updates
• Attending and being updated in the principles of ICH GCP
• Participating in Risk management exercises
• To immediately notify the Line Manager of all accidents and potential hazards.
• Error of Judgment: failure to abide by the Health & Safety protocols and putting one-self, colleagues and study participants at risk, and failure to attend at least one Health & Safety session a year will lead to disciplinary action.

Requirements

Qualifications

• BSc. Degree in Business & Finance, or equivalent degree
• Broad experience in accounts management and operating financial systems software.
• Advanced computer skills, using Microsoft Word, Excel, Outlook, Power-Point, and Software Accounting Programs.
• Broad experience in office administration and management
• Excellent organizational skills and ability to work in a team with a complex and demanding workload, requiring outstanding communications skills, verbally and in writing (English and Chichewa)
• Ability to work under pressure and to meet deadlines with excellent attention to detail.
• Ability to analyze problems, make appropriate decisions and when to seek further advice.
• At least 2 years of experience of working in a Clinical Research environment.

Remuneration and Benefits

MLW offers an attractive remuneration package which includes a competitive salary package commensurate with the position, a medical aid scheme, insurance cover, pension scheme, gratuity benefits redeemable once every year, among others.

MLW also offers opportunities such as scholarships, upgrading and training opportunities to employees. These are based on excellent job performance and other set criteria.

MLW recognizes its responsibility in safeguarding and protecting communities, research participants and patients. Please note that successful candidates will be requested to undergo a safeguarding check prior to appointment and at regular time points during employment.

Suitably qualified candidates should forward their applications with copies of relevant certificates, and a detailed CV as  One PDF to vacancies@mlw.mw. Please indicate the position title as the heading of your email. Hand-delivered applications will not be processed.

Only short-listed candidates will be acknowledged.