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HR & Admin Officer

Job Purpose

The HR & Admin Officer will be responsible for providing support to the HR & Admin Manager in the various human resource functions, which include recruitment, staffing, training and development, performance management and employee counseling.

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Key Roles & Responsibilities

  • Assisting the HR Manager in design, development and delivery of strategic and operational HR services in the organization
  • Assisting in staff recruitment by reviewing job descriptions, drafting advertisements, shortlisting, preparing documentation for interviews, conducting interviews, candidate’s placement and orientation
  • Implementing HR policies, practices and procedures while ensuring compliance with legal and regulatory requirements
  • Building capacity of the coordination team to understand and implement HR policies, guidelines and practices
  • Carrying out staffing audits, identifying staffing gaps, recruitment, selection and placement of staff
  • Working with program managers to address HR, administrative and staffing needs for various projects
  • Preparing institutional quarterly HR newsletters
  • Performing administrative roles in management of the organization’s medical insurance and pension scheme while ensuring correct and up to date information is availed to staff
  • Maintaining up to date and accurate staff and institutional records in the HRMS software and manual filling system
  • Maintaining an up to date database of all full time, contract and short term staff
  • Handling employee relations issues, dealing with grievances and implementing agreed on disciplinary procedures
  • Support HR Manager in review of performance management guidelines, HR policies and other institutional staff guidelines
  • Retaining up to date records of institutional assets and managing their issuance and insurance
  • HRMS administration and staff training on usage of self-care modules
  • Conducting staff exit interviews and facilitating effective staff clearance, documentation and release from the organization
  • Handling staff welfare matters
  • Preparing and presenting regular HR & Administrative reports

Requirements

  • Bachelor’s degree in health Business Management/ Social Sciences or a related field Higher diploma in Human Resource Management
  • Good understanding and practical knowledge of Kenyan labour laws and Statutory returns Minimum 3 years work experience in a busy HR office preferably in an NGO
  • Computer literacy and ability to use a recognized Human Resource Information System Ability to maintain confidentiality of all Human Resource information
  • Experience in general office Administration
  • Good communication, presentation and interpersonal skills
  • A self-starter, highly organized with ability to organize work of self and others effectively Methodical and pays attention to details.

Laboratory Lead

Key Responsibilities

  • Provide technical expertise and leadership to program staff, County staff, local partners, and facility staff within the supported facilities in the execution of program deliverables
  • Support the CHMTs to strengthen the HIV services quality standards, including monitoring and maintenance of the quality of laboratory operations for effective program delivery
  • Support and strengthen an effective sample networking system for all funded HIV/TB across the counties; ensure uptake of remote login and lab manifest
  • In collaboration with the county teams ensure maintenance of equipment inventory, calibration/certification and testing of equipment and instruments to ensure accuracy, efficiency, and safety of performance
  • Work with other technical staff to ensure laboratory/facility safety, including health providers safety training and annual Biosafety refresher; monitor activities to ensure compliance with safety standards
  • Participate in development of annual laboratory work plan and budget in liaison with the respective County teams, with regular progress monitoring measures
  • Participation in relevant technical working groups (TWGs), regional, County, and program stakeholders’ forums
  • Support development/review of laboratory SOPS for diagnostics and surveillance in HIV/TB programs
  • Support participation in relevant EQA proficiency testing programs in HIV Testing Services(HTS) and Laboratory by relevant staff in the supported counties
  • Support implementation and monitoring of Laboratory Quality Management Systems (QMS) within the supported laboratories
  • Together with the County team, develop accurate quantification, forecasting, reporting, and ordering for health laboratory and HIV testing commodities
  • Ensure scale-up of RTCQI implementation in all the supported facilities and implementation of corrective measures
  • Support horizontal scale-up and activation of HIV Recency in the supported sites across the Counties
  • Support implementation of a quality improvement and data use for program improvement
  • Coordinate and supervise the laboratory Technical Officers within the program to ensure lab indicators are achieved in every facility/County

Requirements

  • Bachelor’s degree in laboratory sciences (Master’s degree is an added advantage)
  • At least 7 years of experience managing laboratory services in a PEPFAR-funded projects
  • Be experienced and well versed with PEPFAR/CDC laboratory indicator reporting requirements Registered with KMLTTB and possessing valid practicing license
  • Knowledge of current technological developments/trends and guidelines in HIV/TB diagnostic management
  • Experience in working with the Counties/MOH collaboratively is mandatory and especially with regard to health systems strengthening
  • Ability to supervise and train staff
  • Ability to communicate effectively, both orally and in writing
  • Good interpersonal skills, communication, accountability, continual learning, and results driven Good data analytic and report writing skills.

M&E Lead

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Key duties relevant to the project will include:

  • Providing leadership in developing M&E frameworks and implementation of M&E activities
  • Supporting the development of country and/or project-specific M&E plans, including data collection tools and reporting templates
  • Leading in project program performance monitoring and review meetings
  • Providing technical assistance and guidance in developing evaluation protocols
  • Collaborating with projects’ M&E and technical program teams to ensure real-time data collection from all stakeholders (including sub-grantees) and engaging HIS partners where applicable
  • Working with projects’ regional technical team, national team, sub-grantees, donors, and MOH to contribute to the effective implementation of the learning agenda and data use for decision making
  • Ensuring data analysis, results, and lessons learned are effectively documented and communicated to internal teams and external partners.
  • Ensuring compliance to donor, institutional, and stakeholder reporting requirements.
  • Ensuring all data collection processes adhere to ethical standards (develop/review, disseminate, and ensure utilization of data management tools and SOPs)
  • Planning and implementing routine data quality assessments, including patient chart abstractions and follow-up actions to improve data quality
  • Coordinating a capacity assessment to identify strengths and capacity gaps across the M&E and program implementation team, and coordinating the delivery of a targeted, collaborative capacity development plan to the team
  • Participating in National TWG and other stakeholder meetings in M&E policy influencing

Qualifications and competencies

  • A Masters Degree in Monitoring and Evaluation, Epidemiology, Public health, Demography or a related field.
  • At least 6 years experience in M&E, preferably in a large scale multi-county donor funded programme.
  • Demonstrable experience in working with counties to support M&E activities in MOH facilities
  • Hands-on experience in managing and conducting Data Quality Audits including verification and ability to follow through the corrective action plans.
  • Demonstrable experience and knowledge in conducting competent program process and outcome evaluations.
  • Demonstrable knowledge in working with Health Management information systems. Good experience in developing and presenting performance presentations.
  • Ability to communicate effectively, both orally and in writing
  • Good interpersonal skills, communication, accountability, continual learning, and results driven Ability to lead a team working in different locations.

PHE Officer

Key Responsibilities

  • Support in the design and implementation of all aspects of the Public health evaluation studies/learnings
  • Work closely with the Technical team under guidance of PHE Lead to identify priority program and public health learning and evaluation questions
  • Participate in identifying and evaluating interventions to address key programmatic challenges using strong scientific methodology to inform the program, MOH, and the broader HIV field
  • Support in ensuring the highest quality scientific, ethical and regulatory standards for all learning activities
  • Contribute to capacity building of project staff, partners, and MOH personnel in the conduct of Public Health Evaluation through trainings, mentoring, and sharing/review of relevant scientific literature
  • Participate in preparation of study reports, abstracts and manuscripts and dissemination of results at county, national, and international levels
  • Work with county and other project teams to facilitate sharing of experiences across the project and county health departments to improve knowledge and programming
  • Any other duties as assigned

Required Qualifications

  • Degree in Epidemiology, Biostatistics, Maternal Child Health, Public Health or HIV related sciences
  • Minimum of 5 years of proven experience in Public Health Evaluation, health research in developing countries, including protocol development, design of surveys, training of research staff, data collection, data analysis, and scientific publication elaboration
  • Experience in HIV/AIDS, maternal and child health research Experience in working with the Counties/MOH collaboratively Ability to supervise and train staff
  • Good interpersonal skills, communication, accountability, continual learning, and results driven Good data analytic and report writing skills.

Program Admin Officer

Key Tasks & Responsibilities

  • Serve as the face of the organization at the front office
  • Manage all incoming and outgoing mails, both physical and electronic and directing them to the appropriate persons in a timely fashion.
  • Sort and post or otherwise ensure delivery of outgoing mails in a timely manner.
  • Deal with enquiries and correspondence; routing to the relevant/ appropriate member of staff Oversee maintenance of general cleanliness
  • Ensure appropriate hospitality is accorded to visitors and partners visiting the office
  • Co- ordinate all travel arrangements and logistics for the organization –bookings, transportation etc
  • Ensure that the office space, fixtures and furniture are in good condition and report any anomalies to the Head of management or any designated supervisor
  • Package, label and dispatch all the parcels to respective regions Receive, record and distribute all the parcels to respective offices
  • Maintain office machines i.e. the telephone system and the photocopier
  • Providing support to meetings by taking minutes and organizing for venues and refreshments Record keeping and filing documents

Requirements

  • A diploma/degree in Business Administration, Secretarial studies or a related course Minimum 2 years’ experience in a similar role
  • Good Public relations and communication skills
  • Ability to listen, be flexible and to multitask.

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