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- Establish and maintain strong working relationships with hiring managers and internal HR departments.- Act as advisor to hiring managers to determine staffing needs and profiles for each open position.- Work with hiring managers and Talent Acquisition team colleagues to identify best sourcing for each position.- Develop a pipeline of qualified candidates using diverse, cost-effective techniques.- Manage applicant/staff information and status in the applicant tracking database; ensuring the highest integrity of data.- Provide timely and consistent communication to hiring teams and candidates on the recruitment status, throughout the interviewing and hiring process. - Identify and screen potential candidates to assess their abilities, and recommend qualified candidates based on phone interview and pre-employment assessment.- Proactively manage internal referrals.- Manage internal candidate placements.- Contribute to outreach strategy, systems development and refining recruitment programs, tools and processes.- Collaborate with HR partners on onboarding, immigration, and related issues.- Communicate CHAI’s compensation framework to candidates. Ensure realistic expectations are set with each candidate.- Extend both verbal and written job offers, negotiate offer terms with candidates. Collaborate with Global Human Resource Partners, Directors & Coordinators to ensure onboarding is streamlined.- Provide guidance on talent acquisition best practices & policies and customize best practices to align with country context. - Work closely with members of CHAI’s Talent Acquisition Team on ad hoc recruitment projects and provide other administrative support to HR staff as needed.- Other responsibilities as needed by supervisor.
- Develop and maintain relationships with stakeholders in the public and private sector who will directly or indirectly contribute to the success of the project- Contribute to hiring, training, and mentoring of project team- Gain a nuanced understanding of working ecosystem, administrative set up, key points of contacts at partner institutions, and develop strategy for engagement- Build intelligence on technical requirements of project (around the Nikshay suite of products, TB programming etc.)- Design SOPs for standardizing program reviews for cascade of administrative owners- Coordinate disparate efforts of partners along a common purpose and set of goals defined by CTD- Contribute to presentations to Government and donor contacts- Prioritize and define pilots and studies in collaboration with partners- Clean, manage, and analyze large data sets; support insight generation process and translation of insights into intervention design- Support the evolution of CHAI's TB strategy by identifying areas of intervention that will have significant policy impact- Support CHAI leadership in presenting study results to key stakeholders and support publication and dissemination thereof- Identify opportunities and lead new initiatives as the CHAI TB program expands
Organizational Financial Planning and Management- Under guidance of DF&A, ensure proper budget monitoring, reporting, and communicating; internally within the organization and externally with donors and government authorities as required by statutes/regulations- Drive annual, quarterly, and monthly planning and monitoring of organizational finances though reports, analyses, and insights- Support DF&A in ensuring that financial policies and procedures setup are managed and updated in close coordination with donor controllers - Support the DF&A in strategic financial planning and management, strategic risk management, business process management and systems, and compliances - Support DF&A in effectively managing sound financial practices in country in coordination with donors and programme teamGrant Financial Management- Act as a business partner to programme managers and provide timely financial advice that promotes appropriate decision making by proactively generating insights and undertaking advance planning and close monitoring for financial problem solving - With programme managers, co-develop planning, budgeting, and resource allocation as the subject matter expert on financial planning- With programme managers, co-own and drive periodic financial reporting including month-end and year-end closing processes and donor reports while ensuring accurate and timely submissions - Ensure rigorous oversight of partners through periodic assessments of financial and administrative ability and reviews of accounts and ledgers, and in collaboration with program teams assist in building their capacity to develop strong financial systems/controls- Co-ordinate and oversee the analysis of partner monitoring reports and implement appropriate measures - Prepare quarterly financial reports as per the norms defined by individual program donors and ensure timely submission of donor reports for reviewPersonnel Accounts Management- In close partnership with the HR and other Accounts colleagues, co-develop payrolls based on budgeting drive related processes from grant financials perspectivesInternal Policy Compliance and Risk Management- Support the DF&A in building and implementing a comprehensive organizational risk management plan covering identifying, assessing, responding, mitigating, and monitoring of various types of risk- Ensure compliance with organizational fiscal policies by supporting the DF&A to conduct periodic and thorough reviewsStatuory and Regulatory Compliances - Support statutory audits, donor audits, and undertaking of appropriate measures to ensure compliance and remediation - Support the development and execution of action plans based on both external and internal audit recommendations and monitor progress on achievements- Ensure compliance with FCRA, FEMA and other regulatory provisions for registered and non-profit entities in budgeting and grant reporting
Key responsibilities will include but are not limited to the following:- Analyze data, create dashboards and reports to communicate insights to the program stakeholders.- Product manage the program’s patient information system from gathering requirements, prioritizing the product pipeline and managing the vendor to ensure timely development- Collaborate with program stakeholders and state teams to monitor and streamline the implementation of projects.- Identify and bridge gaps pertaining to supply chain, active case finding, capacity building and monitoring and evaluation of the Hepatitis program- Provide operational support to the Manager to develop, plan, and implement multiple activities simultaneously.
- Develop an Annual Activity Plan along with budget for submission and implement program of effort in a timely manner.- Drive internal strategic planning and oversee the development and implementation of the Vaccines program work plans and program operations and administration of multi-million-dollar grant funding including planning, monitoring and reporting progress to national and global stakeholders.- Build capacity of provincial and district-based health worker on EPI standards and guidelines with a focus on cold chain management and overall vaccine management.- Support the EPI program manager in managing the day-to-day EPI operations as needed.- Manage relationships with a network of other partners operating in the vaccines space in PNG, providing strategic and technical input, proactively identifying opportunities and synergies with CHAI work.- Work closely with the EPI Program Manager to gather input and ensure alignment and buy in across all programmatic activities, as well as coaching and providing input across a broader range of vaccines issues.- Work directly with the PNG NMS Vaccines Manager on all vaccine supplies related programmatic activities, ensuring alignment and collaboration with EPI as well as providing broader advice and input on EVM.- Identify strategic areas for expansion or redirection and guide strategic planning, proposal development for fundraising opportunities as needed.- Undertake any additional work as directed by the National EPI Manager and provide regular feedback and updates as required.Performance Outcomes include:- Quarterly review of performance against the outlined roles and responsibilities with the National EPI Manager and CHAI Vaccine Program Manager.- Well updated Vaccine Management System at National and Provincial level.- Feedback provided regularly to PHAs through report on immunization coverage and recommendation for improvement.
SRH strategy execution and program implementation- Cultivate and demonstrate deep understanding of country strategic priorities and execution plans- Maintain knowledge of CHAI’s global market shaping initiatives across products relevant to focal countries to facilitate linkages to country market shaping and product introduction and scale up- Maintain visibility and in-depth understanding of COF projects implemented by CHAI and non-CHAI stakeholders in focal countries in order to advise on coherence with country introduction strategies and support linkages across national strategy and plans.- Cultivate deep contextual knowledge of country SRH market stewardship mechanisms in focal countries; make evidence-based recommendations on linkages and transition to global SRH market stewardship mechanism Shaping Equitable Market Access (SEMA).- Proactively look for opportunities to accelerate transformational impact, including through innovations in financing and technology, for example to sustainably improve last mile distribution of health commodities at scale. Conduct analyses as needed to build comprehension and consensus around high-potential approaches/opportunities.- Lead/execute tactical support to country teams including:- Develop and monitor workplans- Provide supply chain strengthening technical and analytical support including monitoring national sexual and reproductive health commodity stock levels to flag risks of stock-out and overstock. Develop mitigation actions and solutions with global procurers and donors as needed and support execution of evidence-based forecasting and quantification of products using best-practice assumptions.- Develop evidence-based, rational product introductions plans that are validated by country government stakeholders. Design and execute plan costing.Map resources back to product introduction plans. Execute gap analyses and regularly monitor and communicate on funding gaps to both country and global stakeholders.- Other hands-on analytical and technical execution or advisory, working across the matrix with the Global Markets Team, the Applied Analytics and Implementation Sciences Team, the Clinical Services Team and others to develop national strategy, guidelines and training materials; product registration and tendering; routine national forecasting and quantification; product procurement; stock monitoring and data trend analysis; health service and HR data management and trend analysis; improvement of data management systems; and implementation of service delivery scale up.Measurement, analytics, reporting and communicating results- Measure and track key SRH indicators (e.g. uptake of key contraceptive methods; service coverage and readiness; stock on hand, consumption and procurement data; other grant logframe/ results framework indicators)- Regularly review and communicate progress against workplans, KPIs and milestones and make recommendations on strategy execution and trouble shooting based on analysis of program and external data and evidence- Lead development of high quality, polished donor and external stakeholder narrative report outputs that integrate robust data analysis and interpretation. Key reports currently include annual grant reporting for BMGF and FCDO and quarterly reporting to the HIUD Global Steering Committee and the DMPA-SC Access Collaborative.- Draft succinct written status updates for internal and external stakeholders that communicate achievements, progress, risks and opportunities. Disseminate through agreed channels.Portfolio performance management- Proactively and effectively flag delays to implementation of country and product workstream workplans and key project deliverables/outputs, and communicate implications with respect to program outcomes and grant KPIs and milestones- Act with urgency to foster alignment on and shared understanding of risks; escalate risks as needed horizontally and vertically across the matrix to solve pressing issuesMake evidence-based and well-reasoned recommendations to solve problems. Proactively manage the feedback loop by communicating how risks have been addressedGrant ownership and project administration- Execute Grant Owner R&R as specified in GSRH Grant Management R&R guidelines as assigned- Establish/maintain low level of effort processes to track and communicate priorities and tasks, minimizing transactional work and optimizing efficiency and effectiveness in team processesThought leadership- The GSRH team focuses on downstream aspects of product introduction and liaises closely with the Global SRH Markets Team to provide key information and input on upstream activities (e.g. product commercialization strategy, regulatory strategy, global forecasts). The Manager will provide technical support and consultation as needed on country market shaping opportunities- Make informed recommendations based on knowledge of national plans and guidelines, health workforce systems, supply chain and logistics systems, data management systems, private sector landscapes, and other knowledge areas as assigned- Represent CHAI in key external facing forums as assigned- Develop knowledge products and papers to execute the GSRH team’s priorities related to influencing within and outside of CHAI in alignment with team plans. Complete knowledge focal point responsibilities as outlined in the- SRMNH knowledge mapAdditional responsibilities- Anticipate bandwidth constraints and resource needs that impact on country portfolio; proactively advise on resource requirements, working with supervisor to identify additional resources as needed to execute deliverables on time to agreed deadlines- Execute other technical assistance based on need and program priorities- Exemplify SRH team norms and contribute to key internal team operations and culture-building initiatives such as Diversity, Equity, and Inclusion- Assist with hiring, onboarding and mentoring of team members as requested- Maintain excellent relationships across the CHAI matrix, demonstrating sensitivity and cultural competency- Travel to program countries to collaborate with teams and travel other countries for internal and external meetings
General - Ensure the country office complies with all CHAI policies and procedures and country specific legally mandated financial requirements.- Design and implement office systems, policies, and procedures.Planning and Budgets - Develop country cash needs and ensure resource optimization.- Provide effective financial management support to the program management team and the Country Leadership Team during budgeting and re-forecasting and resource allocation exercises. - Grant tracking and monitoring utilization of multi-year donor budgets. - Support Program Managers to efficiently prepare annual operating plans/ budgets and manage, budgets against their annual work plans and quarterly re-forecasting. - Review and monitor country financial performance against the budget, provide variance analysis/commentary on a monthly basis. - Prepare and maintain relevant financial reports for internal and external stakeholders and ensure all fund activities are following organization and grant requirements. Financial Accounting, Reporting and Control- Implement all necessary internal accounting and control procedures.- Review and analyze monthly financial statements and supporting information related to country office and project expenditure.- Review all monthly balance sheets reconciliation conducted by the Finance Coordinator for accuracy.- Ensure accurate and timely submission of financial reports to HQ, donors, and government regulatory agencies.- Supervise the Finance Administrator in making sure entries in Quickbooks have followed the application of GAAP and any prevalent CHAI standards in reporting financial data.- Supervise the Finance Administrator in making sure that a proper filing system for both hard and soft copy financial documents is implemented and maintained.- Prepare financial reports in compliance with internal and donor reporting requirements. - Ensure CHAI meets all compliance with all statutory reporting requirements in the region including providing audited reginal accounts for the Papa New Guinea Government. Payroll Management - Process salary, benefits, taxes, compulsory insurance, and other expenses.- Conduct monthly payroll reconciliation to confirm that payroll registers reconcile with the financial entries as per General Ledger (GL) distributed.- Monthly checks to confirm that all remittances are submitted to the relevant tax authorities by the due dates without errors.- Review salary allocation files to be submitted to HQ and flag any deviation from original budget. Capacity Building- Conduct trainings on the financial management and internal controls with program staff to create awareness of our policies in place.
Coordinate national AHD stakeholders, strategy, and implementation:- Serve as the key support on AHD for CHAI country teams, as well as Ministries of Health, and in-country and global partners to drive the expansion of access to AHD commodities and adoption of new AHD products into existing country treatment and screening networks.- Support country teams to provide the most up to date guidance, market intelligence, and strategic input to the MOHs on AHD.- Support national AHD stakeholder engagements through participation in and support as required to the AHD Technical Working Groups, with a particular focus on translating regional and global learnings and best practices into operational and technical guidance to accelerate the uptake of impactful diagnostic technologies and treatments.- Support MOH to coordinate across and align AHD partners in program countries to the national AHD strategy and implementation plan.- Support MOH either virtually or in person with accelerated AHD product introduction, including guideline review meetings, and new product introduction planning.- Participate in national quantification sessions, providing technical support during funding cycles to ensure AHD commodities are supported and demand for AHD commodities is accurately forecasted.- Review countries’ AHD implementation plans and support the MOH to optimize treatment at selected hubs that decentralized screening facilities can refer patients to.- Support and participate in country-to-country learning and exchange visits on AHD.- Regularly engage in activities related to learning networks to support knowledge raising, sharing of best practices, and capacitation of MOHs.Increase demand for key AHD commodities through expanding sustainable access:- Review and support the optimization of AHD guidelines across countries, sharing best practices and recent WHO recommendations and working closely with MOH to adopt these for the local setting.- Increase awareness of AHD commodities among key decision makers and implementers, and support MOHs to ensure full access to the AHD package of care in their respective countries.- Support CD4 strategy review across countries as required, including assessing the impact of a VISITECT® CD4 Advanced Disease test and its place in countries’ AHD package of care.- Share through the latest market intelligence, to ensure country orders are aligned with procurement cycles that will help maximize the shelf life of commodities in the country.- Share and communicate with countries information about new products to support product introduction.- Develop solutions to challenges surrounding AHD commodities access in the region, and support programs to identify interventions to overcome these.- Support the review of countries’ supply chain data to support regional supply chain management and avoid stockouts.- [As required] Support MOHs to develop the investment case to advocate for the prioritization of AHD commodities in donor global and country budgets. Securing commitment from procurement partners will be critical to ensuring sustainable access to AHD commodities and growing demand.- Monitor country progress against program access deliverables through regular reviews.- Timeously identify risks to access, propose risk mitigation strategies/solutions, and support their execution alongside the MOHs.Coordinate demand for AHD commodities and services: - Share data and access information from counties with the CHAI team, to inform market interventions and share with partners such as the AHD Implementation Steering Committee (ISC) and ARV Procurement Working Group (APWG) to support cross-partner collaboration and service delivery efficiencies at the global level.- Gather data from across countries on AHD supply chain challenges to determine timelines, anticipate delays, and course correct as needed based on revised demand.Team and stakeholder engagement:- Establish and maintain relationships with MOHs, CHAI country teams and partners, and between the global and country teams.- Act as the CHAI AHD focal person for countries and provide updates on country activities and access updates during scheduled internal, donor, and partner engagements.- Meet routinely with MOHs to review, plan, and identify areas for support.- Establish and cultivate key external AHD stakeholder relationships.- Coordinate with other internal teams to identify, cultivate, and leverage synergies in strategy and workstreams.Knowledge sharing:- Maintain up-to-date expertise across the HIV, and specifically the AHD, space, including the latest trends, and research developments and support identification, translation, and utilization of relevant global and regional updates for country teams.- Present analyses, cross-country insights, and program lessons to external audiences.
- Develop and socialize dashboards, pre-defined and custom defined reports for NVBDCP, state and sub-state functionaries to utilize for routine program planning, decision making, monitoring and management.- Innovate new approaches for generating VBD insights including but not limited to predictive modelling, clustering techniques, and machine learning etc.- Contribute to program strategy by developing purposive insights, tools and planning aids that help TSU and NVBDCP conceptualize multi-year system strengthening plans for control and elimination.- Create periodic and automated analytics for specific aspects of the VBD program such as performance of health system components like HR availability and capacity, commodities availability down to last mile, service delivery effectiveness to inform national and state program manager action and outputs related to coverage and equity of mass drug administration campaigns and morbidity management and treatment.- Support the crafting of monitoring & evaluation frameworks, and implementation and reporting mechanisms and optimize the existing ones where necessary in alignment with program strategy and VBD context to facilitate effective oversight and management at the national, state and sub-state levels.- Work closely with the TSU and NVBDCP teams to improve the overall data ecosystem and performance of the program- Support capacity building of NVBDCP staff on relevant competencies for sustained ownership and delivery- Liaise with CHAI in-country and global teams on similar analytics initiatives- Undertake any other duties as requested by the supervisor
Grant Management- Support finance managers and program leads in creating comprehensive budgets for new grant proposals (or re-budgeting of existing grants) that meet both internal CHAI requirements and external donor requirements.- Update financial reports, audit reports, and invoices for donors; working directly with relevant leadership within the Essential Medicines program responsible for the grant, as well as CHAI’s various country teams, and global partners.- Liaise with sub-grantees and subcontractors to assist with relevant budget and financial management components within the scope of the grant.- Oversee compliance with donor financial requirements.- Support financial close-out of grants coming to an end.Monthly Financial Review and Annual Budgeting- Develop and populate relevant tools to facilitate Manager and/or Director review of posted expenses across relevant programs and work collaboratively with Managers and Directors to identify necessary adjustments.- Analyze and report on monthly variances of operational expenses to budget; work with Managers and Directors to provide variance explanations and to make ongoing adjustments to financial plans based on variances.- Support the annual budgeting and semi-annual reforecasting process to ensure consistency and accurate reflection of programmatic goals given the financial resources available.- Work with the appropriate Program Directors and Managers to allocate and track funding from Essential Medicines programs to other CHAI programs, including country teams.Operations Evaluation and Financial Planning- Lead in the creation and maintenance of financial models to track expenditure and generate forecasts to help drive programmatic decisions.- Support development of alternative scenario analyses to facilitate decision making by senior management; lead in financial risk management.- Identify, investigate, and implement potential operational improvement.- Perform other programmatic/operational duties as requested.