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- Serve as a trusted adviser to the Ministries of Health- Build strong relationships with stakeholders from government and partner organizations from public health and academia- Gather required information about COVID-19 diagnostic and treatment trends in multiple countries in Latin America- Support the Governments in Latin America on providing the right evidence to inform their decisions about the adoption of new innovative diagnostic and therapeutic tools- Work closely with regional technical teams and Regional Director to ensure the achievement of proposed outcomes- Proactively develop and maintain strong working relationships with key stakeholders across government and non-governmental organizations- Represent CHAI in external meetings as needed
Under the supervision of the Administration and Finance Manager, the Finance Administrator will be responsible for the following functions: Procurement & Contracting- Support the drafting, validation, and processing of agreements in liaison with Contracts Department- Support and overview the procurement process of goods and services- Define procurement specifications y conditions- Support drafting RFP and post Bids, if required- Select vendors (through Bid committee, if required)- Draft Pos- Overview POs execution- Support and overview Donation processing, including approvals- Overview contracts executions- Overview contracts/procurements payment requests through Boston AP- Keep the contract list up to dateFinance and Accounting- Prepare monthly cash flow forecast requests to Boston though regional finance- Prepare monthly cash flow requests to Boston though regional finance- Review cash advance requests from staff- Review expense reports from staff- Monitor staff cash flow statement and make monthly cash reconciliations- Review and verify all Payment Request of its accuracy of account code, unit costs, expense description, PID, GID in line with LAC Finance Manual- Review and submit documentation for payment transactions and ensure it has adequate supporting documents- Follow up, support and monitoring of programmatic payment requests.- Keep the payment list up to dateBudgeting and Budgeting Control- Support Projects budget for global team finance manager- Support annual budget and reforecast process, in respond to B&R Boston request- Ensure an appropriate use of the available budget- Review and correct monthly preliminary financials, in respond to Accounting Boston through the regional finance manager- Sort out monthly expenses of according to donor categories (Reporting Categories)- Prepare monthly budget control report- Draft financial reports for global team finance managers, on demandAdministration- Support teams to organize meetings and conferences, including coordination with external parties and organization on venues, food, transportation, etc. as needed- Ensure that appropriate arrangements for visitors are made, including pickups, hotel and air bookings, and other travel arrangements if needed- Administrative support to any other programmatic activity, if neededOther Responsibilities:- Any other finance/administrative support to any Covid programmatic activity, as needed- Perform any other administrative duty related to the work area assigned by the supervisor.
Under the supervision of the Regional Finance and Administration Manager, the Finance and Administration Senior Assistant will be responsible for the following functions: Procurement & Contracting- Support the acquisition of all expendable and non-expendable assets, ensuring that contract process and/or procurement is made according to the organization's rules and procedures with corresponding files on record.- Maintain the asset inventory register, to track their utilization and disposal.- Develop and maintain a vendor’s log and update as needed.- Maintain contracting and procurement documentation that is compliant with CHAI’s internal policies & procedures.- Keep the contract list up to date.Finance and Accounting- Ensure that all financial transactions are entered into QuickBooks accurately, using CHAI standard accounting framework, and on timely basis.- Maintain accuracy and integrity of the finance database, including the completion of approved CHAI monthly financial reports.- Responsible for adequate bank reconciliation.- Operation invoices payment processing.- Follow up, support and monitoring of cash flow statement (cash advance requests/expense reports); etc., and always adhering to the LAC Finance and Compliance Manual.- Prepare CHAI monthly financial reports and monthly reconciliations and submit to the Regional Financial Manager for approval.- Other accounting tasks as needed.Regional Office Administration- Maintain inventory and procure office supplies including consumables, stationery, equipment, cleaning supplies and others required.- Coordinate recurrent office services including cleaning, gardening, A/C maintenance, fumigation, others.- Supervise meeting room use.- Arranging post, deliveries, and printing.- Coordinate IT equipment checks, formatting, and disposal.- Make office payments including utilities and services.Other Responsibilities- Perform any other administrative duty related to the work area assigned by the supervisor.
Document Processing (70%)- Process and track all CHAI agreements in the department’s electronic files and via the Contracts department’s Access database and Finance system- Support the signature process for agreements signed by CHAI leadership and assist in ensuring original documents are filed and shipped to CHAI partners and teams, as needed- Maintain department’s filing systems- Respond to ad-hoc information and documentation requests- Support the department’s annual audit of all organizational contracts in support of global Accounting auditTechnology and Compliance Projects (20%)- Maintain organization’s terror watchlist software and support relationship with the vendor- Conduct trainings for CHAI employees tasked with conducting terror checks and create relevant training materials- Support department’s roll out of electronic signing platform for contractsTeam Coordination (5%)- Coordinate, with direction from Finance Director, the maintenance of department expenditures, related invoicing and interactions with CHAI Finance- Maintain agenda for all departmental meetingsOther (5%)- Conduct ad-hoc projects including the generation of reports for program teams and other Boston-based operations departments
Convene and support CHAI-led consortium of partners for the malaria commodities forecasting project: - Lead the work planning process, including the development of templates, ensuring the completion of work plans by all partners, and monitoring the activities and timelines outlined within them- Lead content development for donor reporting on an annual basis; manage the assembly of CHAI and partner inputs; and help ensure that final reports are clear, consistent, and cohesive- Oversee knowledge management platform for the project, working in partnership with all consortium partners to keep it comprehensive, up-to-date, and user-friendly- Manage publication of all project findings, draft and disseminate all communicative briefs and white papers- Plan and lead regular team, consortium, and steering committee meetings in addition to output dissemination meetings- Manage team calls and support planning and execution of meetings to discuss project progress- Act as the key point person representing this project in liaison with commodity suppliers, global stakeholders, and the project donorProvide technical support and guidance to the forecasting team:- Maintain positive, productive, supportive, and collegial team cohesion and morale with an existing project team of skilled and independent staff and collaborators- Support with interpretation and narrative development for outputs produced by the market forecasting associate and epidemiologist- Lead final decisions on assumptions and scenarios to be included in forecasts and provide backstop support with analysis/interpretation of data- Keep up to date with new evidence and data relevant to the project- Collate information from partner engagements to inform forecast priorities going forwards, such as determining global events that should be included in forecast modelsProvide support to CHAI's malaria team:- Act as first point of contact on the team for project management assistance or questions- Liaise regularly with staff on matters relevant to the team- Track hiring plans, sub-contracting, and the status of recruitment efforts and proactively flag delays- Develop and maintain onboarding materials, and coordinate and lead onboarding for new staff- Manage team calls, including preparing the agenda, taking notes, and tracking follow-up action items- Develop and maintain knowledge management platform for the team- Support planning and execution of meetings, including identification of venues and coordination of all travel logistics
Digital Health Foundations Support (40%)- Work with Ministry of Health (MoH)counterparts, in-country partners, and global/regional/local CHAI teams to map current systems and platforms currently used to collect and visualize data within the MoH.- Provide thought partnership and hands-on support to the Digital Health and IT departments in creating a strategy, costed roadmap, and governance framework for cross-cutting digital health support to programs.- Alongside MoH staff, co-create guidelines and SOPs needed for maintaining foundational systems of health programs and providing support to end-users.- Develop and help refine training material, SOPs, and guidance.- Establish and cultivate relationships with CHAI team and in-country partners working on technology, data, and/or surveillance work, to inform CHAI activities, guide country strategies, and collaborate with stakeholders to achieve program objectives.Digital Health Workforce Capacity Building (30%)- Help train and strengthen capacity for digital health governance and management, the administration and maintenance of IT systems, as well as project and vendor management.- Plan and execute training workshops in technical project management.Maintain and scope new systems for digital health (30%)- Complete an initial feasibility assessment of a common geo-registry for Panama.- Manage ongoing tracking and prioritization of software development activities. Proactively manage changes in project scope, identify challenges and roadblocks, and develop contingency plans.- Test developer outputs and provide regular feedback on bugs and functionally to ensure solutions are being developed according to specifications
Support the malaria program in Grand’Anse to strengthen the implementation and performance of the case-based malaria surveillance platform, including:- Coordinating, planning, implementing and M&E of work plans.- Validating, analyzing and visualizing malaria surveillance data and further strengthening stakeholder capacity in this regard.- Leveraging data analysis/visualization for strategic and operational decision-making to advance towards malaria elimination.- Identifying and resolving challenges and bottlenecks that hamper epidemiological surveillance.- Identifying and pursuing innovations to further strengthen implementation and performance of the epidemiological surveillance system.- Provide the malaria program in Grand’Anse with technical and operational support to strengthen case-management, supply chain management, vector control interventions, operational planning and M&E processes.Program Management:- Support development, execution and reporting on work plans and budgets.- Provide programmatic and operational updates for periodic progress reports and compile inputs and draft presentations/reports for internal stakeholders, the government and donorsPartnership, Representation & Communication:- Proactively develop and maintain strong working relationships with key stakeholders across government and non-governmental organizations in Grand’Anse;- Represent CHAI in partners meetings as needed and serve as a trusted adviser to the Ministry of Health staff and partners involved in malaria elimination in Grand’Anse- Collaborate remotely with CHAI colleagues in Haiti and the Regional Office for Mesoamerica & Hispaniola as relevant.Any other tasks identified.
- Own and execute external and internal communications strategy to support goals of Assistive Technology program- Develop and maintain a comprehensive and easy to access suite of AT communication resources and best practice guidance for using and developing content- Support CHAI’s communications team to carry out wider communications strategy, including managing special projects for various teams at CHAI- Conduct strategic media outreach, including defining audiences, developing pitches, and building or updating media lists- Plan and execute strategic outreach to new and existing partners and donors- Write and edit materials including blog posts, reports, press releases, decks, social media posts, and more- Assist with internal communications and knowledge sharing
- Strengthen the capacity of the national and regional malaria program to select and implement interventions aimed towards achieving malaria elimination. - Coordinate with local health partners, local authorities, and the CHAI Guatemala team the monitoring, evaluation and implementation of foci micro plans, including:- Development of monthly operational plans with Foci Management Teams (FMTs)- On-the-job training and mentorship of FMTs- Measuring micro plan implementation progress- Evaluating the impact of interventions on malaria transmission in specific foci.- Design training plans and support the development of associated training materials to build Ministry of Health staff and community health workers’ capacity to execute malaria interventions effectively.- Support implementation of entomological surveillance activities and appropriate planning, targeting, implementation, monitoring, and evaluation of programmatic vector control activities.- Work in collaboration with the local level to support the use of the malaria module and other electronic surveillance systems for malaria.- Identify key impediments to the successful execution of the malaria elimination strategy and work with the regional and national health authorities and partner organizations to develop and implement solutions to address bottlenecks.- Explore the utilization of new tools and interventions to eliminate malaria and develop operational plans and other materials to support the implementation of these tools.- Collaborate with the Ministry of Health and partner organizations to design and implement epidemiological and entomological studies according to the research protocols.- Support local-level Ministry of Health staff with regular site visits to community health workers and health facilities in Escuintla.- Work closely with the Program Manager, the Research Associate, the Vector Control Associate, and CHAI´s regional technical advisors to design and implements data-driven actions.- Identify strategic areas for expansion or redirection and guide strategic planning or proposal development as needed.- Serve as a trusted adviser for the national and regional Ministry of Health staff on malaria elimination.- Represent CHAI in meetings with partner organizations and Ministry of Health officials as needed.- Develop and maintain strong, proactive relationships with national and regional health staff involved in malaria elimination.- Other responsibilities as needed.
Across countries and projects, the Associate will have the following responsibilities:Scoping and Strategic Leadership: - Lead scoping activities on digital health solutions to further immunization goals. Work closely with CHAI teams and external organizations to identify and document challenges and use cases for digital products, existing systems, information flows, infrastructure, and stakeholders- Support the development of country-specific government data systems and management strategies. Advise on strategies and systems for collecting, reporting, storing, cleaning, and analyzing data- Establish and cultivate relationships with other CHAI teams and in-country partners working on technology, data, and/or surveillance work, to inform CHAI activities, guide country strategies, and collaborate with stakeholders to achieve program objectivesRequirements Gathering and System Design: - Elaborate and document coherent, context-appropriate, and technology-appropriate requirements in partnership with Ministry of Health (MOH) programs, end users and CHAI staff, co-designing solutions with users where applicable. Requirements may include system architecture, form designs, automated data outputs (dashboards, reports), user roles, systems integrations, and usability- Play a translational role in communicating technical approaches, user requirements, and software and hardware specifications to non-technical staff within CHAI teams, MOHs, and donorsTechnology Project Management: - Select, liaise with, and manage software developers to build and configure applications and integrations according to the defined requirements and timelines- Create and manage project plans with CHAI teams and MOHs, including project management processes and communications to progressively design, develop, and test systems and tools- Manage ongoing tracking and prioritization of software development activities. Proactively manage changes in project scope, identify challenges and roadblocks, and develop contingency plans- Test developer outputs and provide regular feedback on bugs and functionally to ensure solutions are being developed according to specificationsTechnology Implementation and Training: - Work actively with CHAI teams and government stakeholders to develop and implement system roll-out plans, including M&E plans to routinely assess the performance of digital solutions.- Drive and support technical set up, user testing, training, supervision, monitoring, issue escalation, and transition of product ownership for all country-level implementations- Develop manuals, SOPs, and training materials to support implementation; help train global, country and MOH program staff in the use of information technology- Help cultivate a culture of data-use within MOHs by supporting CHAI country teams to monitor and strengthen the quality of data inputs, refine analytical outputs, and develop context-appropriate strategies to strengthen the usage and analysis of data by MOH programsTechnical Support: - Assist in the configuration of data collection, management, reporting, and analysis tools as needed (both mobile and web-based). Update and thoroughly test tool set ups, including updates to users, organization units, data elements, indicators, data collection forms, and dashboards based on requirements and feedback from end users- Provide ad-hoc support to teams, particularly with data management and visualizationKnowledge Management:- Ensure up-to-date documentation is in place to support roll out and maintenance of digital products- Develop resources, guidelines, and other material to guide and share lessons across teams- Document lessons learned on technical products for CHAI-wide or global sharing