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- Oversee a team of direct and indirect reports which manages the execution of day-to-day HR administration and transactions, HR record-keeping, global benefits, US labor compliance and immigration, and other general employee and manager support; including but not limited to:- Collaborating with CHAI Payroll to implement salary and other payroll changes- Leading Global HR’s relationship with Global Payroll to ensure timely, complete and accurate processing of biweekly and monthly payroll changes and resolution of complex HR/Payroll issues- Onboarding and off-boarding, data-entry, benefits enrollments, employment contract management, employment verifications and visa letters, etc.- Managing the strategic and day-to-day administration of CHAI’s international and US-based benefits packages, and advising on local benefits plans as needed- Managing US immigration processes and record-keeping, with support from external counsel- Leading audit compliance efforts for HR Operations (e.g. donor, external and internal audits), including record-keeping, reporting, and responding to audit question- Lead strategic and day-to-day HR compliance efforts for CHAI’s US operations at the federal, state, and local levels, maintaining in depth knowledge of employment-related legal requirements, reducing legal risks and ensuring regulatory compliance (includes statutory reporting, record-keeping, etc.), and proactively staying up to date on legal and regulatory changesResolve complex employee compliance and/or operational issues during the recruitment offer stage and/or throughout the employee life cycle, and liaise with CHAI leaders as needed- Review and approve all new employment contracts and renewals for CHAI Inc. and non-program country employees for levels 7 and below; review only for levels 8+- Lead the strategy and execution of comprehensive, polished communications related to HR operations and compliance matters, including:- Creating policy, process and guidance documents for HR colleagues, employees, managers and CHAI leadership- Drafting written notifications to impacted parties regarding changes and updates in laws, benefits and/or policies as well as resolution of compliance matters- Manage relationships with internal and external partners (e.g. external legal counsel and vendors) as it relates to HR operations and compliance- Proactively provide training and coaching to other HR colleagues on HR operational processes, benefits, and employment-related compliance requirements and best practices- Support program and non-program countries with operational and compliance matters- Independently manage medium to large complex projects, including managing deadlines, communication, record-keeping, and collaborating with internal and/or external stakeholders to ensure timely and successful completion of deliverables- Miscellaneous administrative duties related to HR operations support e.g., the preparation of shipping requests, facilitation of signature requests, document storage, etc.- Travel internationally as needed- Perform other duties, as assigned
In support to Country Director (CD), Deputy Country Director (DCD) (Senior Leadership Team) & Associate Director Business Management, Operations and Finance (AD-BOF):- Consolidated monthly financial Reports, inclusive of insightful commentary.- Cash flow forecasting & availability of funds management, inclusive of insightful commentary.- Hands on monitoring & implementation of donor agreements & resource utilization.- First support for all financial aspects, including budget development for new proposals.- Consolidation of program budgets and re-forecasts, inclusive of insightful commentary for AD-BOF’s decision-making.- Hands on preparation of annual accounts, taxation statements, co-ordination of Statutory Audit.- Assurance of (in country) compliance with CHAI’s Global Finance & Procurement policies, based on guidance from AD-BOF.- Continuous improvement of internal accounting & financial control procedures.- Oversight & enforcement of (in country) procurement and financial delegations’ controls.- Treasury management - proactively managing foreign exchange needs, reporting gains/losses.- Technical guidance on professional accounting requirements.- Under the supervision of AD-BOF, ensure maintenance of Finance Operations Manual (proposal of updates of financial controls / procedures).- Supports in the Financial risk management identification & mitigation.In support to Programs: - Organize the day-to-day budget and financial operations encompassing quality control and monitoring, financial accounting, and reporting, workplan and award management including cash flow forecasting and monitoring, while liaising with relevant Program Associate Directors and their respective team members.- Coordination of preliminary and final financial Reports, to obtain insightful commentary.- Hands on effective support/guidance in preparation of program, project, budgeting/re-forecasting requirements.- Training to ensure budget holders understand their responsibilities, providing a rapid response to any training needs.- Timely production of budget variance reports and resolution of queries, and accurate completion of financial reports for grants, contracts, estimated fund requests.- Ensure expenditures are in line with the approved activities and within the timeframe and that all expenditures are properly accounted (within authorized levels) and quarterly reported.- Monitor and ensure compliance by Program teams with donor funding criteria and CHAI internal policies and procedures.- Adequate & timely provision of cashflow requirements for project activities.In support to Human Resources:- Assist the AD-BOF in maintaining equitable staff compensation policies and practices within approved budget and donor requirements.- Participates to preparation and implementation of the work plan and budget to ensure compatibility with priorities and objectives and advise the AD-BOF and Senior Leadership Team on the most effective use of resources.In support to AD-BOF for Donors and HQ:- Support AD-BOF for timely submission of reporting obligations, actual, budget, re-forecast, inclusive of variance analysis with insightful commentary.- Timely preparation of donor reporting obligations for AD-BOF’s review and submission.- Proactive financial management responsiveness to the internal and external compliance & audit requirements of Donor funds, ensuring compliance mechanisms are fully built into & enabled within project operations.- Timely submission of donor reporting obligations.- Conduct analysis to ensure accurate funding allocation as well as actual vs planned variance analysis reporting.General Administration, team building, and mentorship:- Ensure direct Reporting and supervision of finance staff (Senior Accountant and Finance Assistant), and guidance for Program Assistants.- Define expectations and provide clear leadership and technical support as needed to their Unit’s staff.- Conduct first layer oversight of timely financial records management.- Other responsibilities as needed.
We are seeking a highly motivated individual with proven people and project management capabilities, strategic vision, communication skills, academic credentials and a professional track record of delivering results. The successful candidate will adhere to the core CHAI values of resourcefulness, entrepreneurialism, flexibility, independence, humility, and work ethic. The Country Support Manager’s role includes, but is not limited to, the following responsibilities:- Serve as a key advisor in the development of national oxygen-related COVID-19 response and longer term oxygen planning in a set of focal countries. Provide support to establish templates, tools and standard methodologies for national planning.- Act as the focal point to manage the relationship between the Essential Medicines team and CHAI countries, including country team leadership- Coordinate knowledge management for best practices and lessons learned in planning and implementation for sharing across focal countries, and CHAI more broadly- Work in partnership with focal country teams in the execution of their national plans, including the planning, technology selection, specification requirements, forecasting & quantification, procurement, distribution and maintenance for proper utilization of oxygen systems and pneumonia and hypoxemia diagnostic equipment- Work with in-country staff to facilitate timely registration, import licensing, custom/port inspection of oxygen technologies and diagnostic equipment as needed- Prepare impact analysis and build tools (forecasting, budgeting, work plans, etc.) to support countries' activities- Work with CHAI country teams, governments, and partners to identify funding for increased and sustainable investment in scaling up access to oxygen therapy- Assist EM team to manage global supplier relationships through product demand forecasting, market analysis, sharing of market intelligence, and supporting price negotiations- Provide remote and in-country technical assistance to CHAI country teams and governments in support of work streams related to medical oxygen- Work with EM Team and CHAI country teams to identify synergies across programs and support efforts to enable collaboration across programs- Troubleshoot technical and programmatic issues raised by countries and coordinate appropriate support from EM team to address technical issues- Contribute to donor and other reporting.- Any other support, as required Essential Medicines team.
- Build and maintain strong relationship with government and private sector stakeholders.- Manage staff and coordinate all work areas. This will likely include:- Oversee landscape review of private and public laboratory services with the creation of data collection tools and questionnaire.- Conduct the analysis to determine strength, weaknesses, constraints of the system to propose solutions.- Conduct the study of PPP regulations and experiences.- Manage assessment of the financing system and resources that supports diagnostics networks, from commodity procurement to service delivery at facilities and in communities.- Provide strategic input into policy documents including but not limited to national laboratory policies and strategic plans, quality improvement plans as required.- Represent CHAI in relevant forums and technical working groups.- Manage project resources according to CHAI policies and procedures.- Other responsibilities as needed.
Day to day financial accounting- Review financial transactions to ensure accuracy of information and compliance;- Make payments, such as reimbursements, cash advances, and direct transfers to vendors on time;- Ensure financial vouchers have sufficient supporting documentation;- Make sure health insurance tracking records of staff members are correct and reconciled;- Oversee the finance and admin assistant to ensure that information print outs from QuickBooks is reconciled against vouchers on a weekly basis;- Manage the daily cashbook closeout proceduresFinancial Management- Lead in the monthly close processes;- Reconcile monthly cash on hand and bank account balances;- Conduct aging analysis of all accounts;- Review accounting transactions to ensure accuracy of information and compliance with policies and procedures;- Prepare monthly preliminary and final financial statements for country program;- Analyze monthly variances to budget;- Review adjustment entries;- Use Grant Tracking and Preliminary report tool to coordinate with Program Managers in following up their monthly internal cash forecast, and measure project budget variance;- Lead in the monitoring of financial activities for all programs and prepare expenditure reports for program managers as needed;- Prepare and analyze complex financial statements that relate to various fund types and account groups;- Establish and maintain effective working relationships with program managers/staff members;- Lead in the preparation of organizational annual budgets and periodic reforecasts;- Assist in preparing donor budget proposals as needed- Assist in the preparation of audits, financial statements if needed.Grant and Partnership Management- Review all Donation Letters, Independent Contractor Agreements and Memoranda of Agreement from financial management perspective prior to signing with partners/contractors; suggest any points of negotiation and analyses the impact;- Create tracking system to monitor the progress of new agreements with partners and be responsible for record-keeping;- Develop grants tracking to monitor existing partners’ performance and compliance;- Make regular visits to partners’ offices, to monitor their financial management system and to verify their payments;- Review and analyze grant expenses and variances in consultation with supervisor to advise the partner on expenditure trends and potential issues;- Ensure that donor regulations are complied with in all grant transactions and processes of the partners;- Build relations with focal person and build a trusting partnership with partner organizations.- Keep the Country Representative informed on all major compliance issues/challenges while taking the necessary corrective steps with the respective Partners;Statutory and Regulatory Compliance- Coordinate with auditors for annual audits and coordinate donor audits;- Maintain banking relationships;- Work closely with the attorneys for labor laws and other legal matters.
- Lead and manage overall execution of Cameroon vaccines program strategy including the development of assessments, budgets, training materials and other program materials according to work plan.- Provide strategic and technical leadership for the country vaccines program as agreed with donors and Ministry of Health- Drive internal strategic planning and budgeting processes related to the program work streams and oversee performance against work plans and budgets- Serve as the primary point person to the national EPI program- Maintain and build strong working relationships with EPI, MOH and key stakeholders in government, international partners, donors and NGOs, to leverage opportunities for synergies and enhance program impact- Produce high-quality reports for donors and government counterparts, ensuring the appropriate data is collected during project periods to support adequate reporting.- Manage the vaccines team on a day-to-day basis including activity planning: provide feedback, and encourage innovative, sound approaches to achieving program results.- Working closely with the CHAI Global Vaccines Team to enlist support, capture emerging best practices and ensure alignment with global standards- Take a leading role in strategic orientations for future program development- Lead in development of innovative approaches and tools as well as documentation and dissemination of best practices- Performance-manage the overall vaccine program delivery-taking corrective measures where necessary. Overseeing the development of the activities and ensuring that team members are carrying out their tasks efficiently while upholding best programme management standards.- Perform other tasks as necessary, including but not limited to oversee other programs.
Key responsibilities include, but are not limited to, the following:- Support the NDoH in HIV and related treatment access initiatives; with respect to planning and implementation of supply chain, market intelligence and regulatory technical assistance, ensuring CHAI’s ongoing alignment with the NDoH strategic goals and priorities;- Oversee the translation of objectives provided by the government, donors, and other partner organizations into clear activity plans, and provide guidance to a team and DoH on prioritization of initiatives;- Manage and establish collaborative relationships with the NDoH, suppliers, partner organizations and other relevant stakeholders;- Ensure communication and alignment of activities across government and partner stakeholders’ efforts and across other CHAI programs in South Africa to ensure coordination and successful execution of the program;- Oversee analyses of policy and regulatory landscape to make recommendations and support any revisions that may be required to ensure the smooth introduction of new products and/or services;- Oversee quantification and costing, implementation and monitoring of detailed national commodity procurement optimization, introduction and scale up plans;- Oversee development and maintenance of program databases and dashboards for performance monitoring;- Oversee the development and input provided to relevant technical documents including health services provider training curricula, health technology assessments, standard operating procedures and service delivery guidelines to support the program scale up;- Prepare donor reports and other external program reports as needed;- Provide regular reports on program and work progress to CHAI Leadership team and liaise with global teams within CHAI.
Leadership and Strategic Planning- In close coordination with the DRC senior leadership team, provide operational and technical support to the MoH to develop a strong MoH vision and operational plan for campaign digitization and integration, including working with government staff daily to:- Scope and understand the health campaigns work and digital health capacity and activities in DRC- Develop a local sustainability plan that incorporates governance, institutional capacity, financing, and other critical considerations- Develop and implement a compelling strategy for maximizing CHAI’s impact and support to the MoH, including clear operational plans that align with government priorities and are coordinated with relevant stakeholders- Coordinate CHAI’s support to the MoH to help strengthen systems and achieve audacious goals on aggressive timelines- Monitor program activities against project goals and MoH commitments, identify operational bottlenecks or weaknesses, and work with DRC government partners and CHAI teams to strengthen programs as necessary- Produce quality products and documents including strategic plans, guidelines and standard operating procedures, presentations, project reports and implementation updates, and/or communications with partners- Successful transition of completed activities with an emphasis on the long-term sustainability of investmentsStakeholder Relationship Management- Engage, build, and maintain strong working relationships with key government stakeholders, donors and NGOs working on public health campaigns and digital health in DRC in alignment with MoH priorities to:- Develop a deep understanding of their motivations and challenges and,- Ensure effective and impactful coordination between various stakeholders- Identify and work with appropriate organizations to implement aspects of campaign digitization and integration – including software customization, user testing, training, and M&E- Develop and manage sub-contracts of software developers and campaign implementors- Represent CHAI in public forums, including the development of presentations and materials for external audiences and maintain relationships with national and international partners to ensure coordinated activities- Coordinate and lead internal communication within the team, across teams and globally- Engage and collaborate with regional and local experts, institutions, and partners to facilitate long-term sustainability of CHAI’s workProgram Management and Mentorship- Provide direct oversight of one or more staff; provide support and guidance to program staff on strategy and project deliverables to achieve team goals- Develop and ensure execution of program budgets and performance indicators in collaboration with program staff and the DRC senior leadership team- Lead reporting for the health campaigns programs, working alongside the DRC senior management team to develop programmatic and financial updates- Work with program teams to develop new program areas, including proposal development and engagement with internal and external stakeholdersOther activities and responsibilities, as needed.
The Malaria Program Manager will work with the National and Provincial Departments of Health to:- Demonstrate zero local indigenous malaria transmission in identified Districts in KwaZulu-Natal by 2021.- Develop last-mile elimination plans in Mpumalanga and Limpopo to demonstrate elimination by 2023.- Implement the 2019-2023 National Malaria Elimination Strategic Plan, and support the Department of Health in reaching targets set out in the strategy.- Monitor and assess user uptake of the DHIS2-based national malaria information system to strengthen malaria surveillance and intervention planning, and ensure a smooth handover to national and provincial stakeholders within the Department of Health.- Manage the transition and completion from MalariaConnect to the Notifiable Medical Conditions App.- Support the Provincial Department of Health to implement a focus-based intervention strategy to reduce malaria transmission.- Support planning and implement effective vector control interventions utilising entomological data.- Inform and collaborate in regional initiatives to strengthen cross-border strategic management to reduce malaria transmission.- Define CHAI South Africa’s strategy for supporting malaria elimination in South Africa post-2022, structure CHAI program operations to implement this strategy, and mobilize resources to sustain program operations.To achieve these objectives, the Malaria Program Manager must:- Build strong relationships and serve as a trusted advisor to stakeholders within government and non-governmental organizations.- Manage and coordinate projects that involve a diverse group of stakeholders, including technical experts, partner organizations.- Lead and manage a team of staff based within the endemic malaria provinces to deliver upon national and provincial objectives.- Identify key impediments to programmatic goals, devise targeted solutions to address them, and lead delivery of these solutions.- Identify funding opportunities and develop proposals for new projects in line with the governmental objectives.- Lead quantitative analyses to ensure sufficient supplies of commodities, appropriate coverage of interventions, and progress against program goals.- Manage program budget and delivery against objectives.- Draft and deliver presentations and reports for internal and external stakeholders, including donor reports.- Design and coordinate operational research studies papers, posters, and presentations and impact evaluations in support the National and Provincial Departments of Health.- Work with CHAI's technical and global teams to develop and implement a coordinated program of support.- Experience of working with communicable disease management would be an asset.
Employee Relations (40%)- Advise assigned program leadership and staff on building team morale, increasing productivity and retention, and resolving complex employee relations issues with adept cultural sensitivity.- Provide guidance on practices that promote effective and harmonious working relationships across CHAI’s diverse matrix, in line with our principles of engagement.- Handle sensitive matters and intake complaints from employees and others. Plan and execute confidential investigations, as assigned, of alleged harassment, bullying, discrimination, abuse and exploitation, and other misconduct. Write investigative reports for Global HR leadership and summaries for CHAI leadership.- Serve as Focal Point for issues pertaining to CHAI’s Global Code of Conduct and the Prevention of Sexual Exploitation, Abuse & Harassment (PSEAH).- Facilitate new hire check-ins and conduct exit interviews with assigned global program teams.- Conduct regular meetings with respective teams, including team leadership, by phone, web application or in person in order to understand and anticipate HR needs.HR Operations & Compliance (30%)- Provide guidance to assigned program teams on compensation and equity, HR procedure and policy interpretation, host-country compliance, and recruiting and retention strategies.- Advise assigned program teams on compensation decisions by analyzing internal data and providing recommendations that align with CHAI’s compensation framework.- Work with other members of CHAI HR to facilitate employment agreements and interpret labor regulations and HR-related legal issues for country offices and international staff, research and interpret overseas labor laws, perform and support HR audits, and support reviews and changes to HR-related manuals and documents.- Maintain in depth knowledge of legal requirements related to day-to-day management of employees, reducing legal risks and ensuring regulatory compliance. Partner with Contracts department and Global Operations team as needed and provide guidance to managers as appropriate on a case by case basis,- Work with members of Global HR team to complete administrative work related to HR processes including contract renewals, payroll changes, etc. in a timely manner.Professional Development, Training & Workforce Planning (20%)- Lead, execute and facilitate learning and development activities to promote a respectful workplace, talent development, management skills, and other capacity-building needs in line with CHAI’s approach to on-the-job learning.- Provide coaching, guidance and communication as needed to program teams on a variety of topics including, but not limited to; staff performance, professional development, giving and receiving feedback, diversity, equity and inclusion, etc.- Work alongside program teams and Talent Acquisition to provide guidance and input on team restructures, workforce planning and succession planning.- Identify training needs for assigned global program teams and individual manager needs.- Proactively identify opportunities to equip team members with resources that support professional development and internal mobility.Projects & Other HR Work (10%)- Lead or support on a variety of recurring and standalone projects in line with the Global HR strategic priorities.- Provide ad hoc reporting and analysis based on the needs of the HR team and various global teams.- Provide other HR services as needed and requested.