Duty Station: Mbarara,
Uganda
Epicentre is a non-profit
organization created in 1986 by Médecins Sans Frontières, whose activities
include research, field epidemiology and training. Epicentre follows its
activities from Paris, Geneva, Brussels, Barcelona, New-York, Cape Town and
from research centres in Uganda and Niger.
Job Summary: The
Resources Manager will be responsible for all the support activities. As head
of the Department, he / she will ensure the good running of the research center
and of the research activities. He/ she also actively participates in the
development and implementation of the strategic plan. His recommendations on
organisation or management should be coherent with the research priorities. In
the absence of the Research Center Director, he represents Epicentre in Uganda.
Key Duties and Responsibilities:
1. Operational Management and
Administration:
- Work
in close collaboration with the Director of the research center: - Oversee
the operational management of Epicentre research activities. - Organise
meetings between all the department managers and study representatives. - Organise
staff meetings and its attendance. - Establish
security rules. - Keep
up with all security matters and take action accordingly with the
headquarters’ instructions. - In
term of Communication, organise Epicentre events and participates in
Public Relations. - Keep
aware of all legislation in force and respect it. - In
charge of negotiating terms of the general contracts with a third party
for the functioning of the center with Epicentre headquarters depending on
the nature of the contract. - Collaborate
with the Host Protocol officer for the administration of the expatriates
on site and visitors (plane tickets, visas, work permits, accommodation)
2. Human Resources Management:
- In
charge of developing and updating the Human Resources plan in accordance with
the strategic plan in collaboration with the Director of the research
center and the HR Manager in Paris. - Ensure
that Epicentre’s internal regulation is respected by Epicentre’s employees
and update it in accordance with Ugandan National labour laws. - Supervise
the administrative management of the national staff (individual files,
contracts, annual leaves, pay process). - With
the validation of the HR Manager and the Finances Controller in Paris,
reviews salary scale according to inflation, to the food basket, in
comparison with other salary scales and other relevant criteria. - Take
part in the creation of new positions and their job profile. - Organise
and oversee the hiring process (publication, participation in selection of
candidates and interviews). - In
charge of developing an annual employee evaluation process. - Participate
in the elaboration of a training plan. - Manage
the disciplinary process when required. - Actively
monitor the expenditure on Health Care for National Staff. - When
required work on issues relating to health care policies. - Make
follow-up on travel and holidays for international staff and report to the
HR in Paris.
Budget: Translating all information relating to
resources into a budget:
- Establish
the budget with the Principal Investigator of each study in the Epicentre
financial system. - Regularly
review overall budgets of the center with the Director of the research
center and the Financial Controller in Paris. - In
charge of evaluating and monitor the budget quarterly - Prepare
the budget revisions with the Director of the research center and the
Financial Controller in Paris. - Create
and follow up the budget of individual studies and update when required.
Financial management: Ensuring that the treasury level is necessary
and sufficient for the smooth running of operations at all times, maintaining
as much control as possible over security and operational risks:
- In
charge of preparing monthly cash requests to Epicentre’s headquarters. - Coordinate
the bank operations and issue all checks. - Manage
the invoices and expenses made at the Epicentre’s headquarters and MSF
Logistique. - Supervise
the invoicing system and the payments of the suppliers in Uganda. - Ensure
payment of international suppliers through wire transfer from Epicentre’s
headquarters. - The
incumbent will ensure that all cash expenditures in Mbarara and Kampala
are justified and have followed the implemented procedures.
Accounting: Ensuring the existence of procedures and
processed for money management and accountancy in the country:
- Manage
the verification and entry of all monthly expenditures for all operation
and studies and ensure expenditures are allocated to the correct
analytical codes. - In
charge of verifying and balancing all cash/bank accounts. - Compiling
the end of month accounts to be sent to the Epicentre’s headquarters. - Actively
monitor and control the system of accounting for the each study.
4. Logistic & IT
Supervision:
- Define
with Logistics Officer and the Logistic Supervisor in Paris a general
logistic policy. - Ensure
technical reference and support for all logistics/technical issues in the
research center. - Ensure
installation and maintenance of functional office space(s) and lodging
facilities in an adequate living condition as well as all the equipment
required. - Ensure
the proper use and maintenance of IT (computers, software, backups, etc.)
and communication tools. - Work
closely with the System manager through the IT manager for the operation,
maintenance of the local network of the research center. - Ensure
the provision of equipment for the proper reporting of study specific
data.
Qualifications, Skills and Experience:
- The
applicant must have substantial previous coordination and field experience
in an administrative position with MSF or another NGO - Working
knowledge of medical research - Prior
experience of cross cultural environment - Excellent
IT skills and proficiency in the use of software tools - Past
exposure and experience with developing and monitoring budgets - Excellent
communication and negotiation skills – and ability to pass on information - Strong
organizational and problem-solving skills - Willingness
to work and live in remote setting with limited social life. - Fluent
in English (written and oral), good command of French is an asset
- Commitment
to MSF’s Principles - Cross-cultural
Awareness, behavioural - Stress
management - Analytical
Thinking and strategic vision - Planning
and organising, capacity to negotiate, initiative and innovation - People
Management and Development, teamwork and cooperation, leadership - Security
Awareness and Management - Networking
and Building Relationships
All candidates are encouraged
to Apply Online by completing the available form available at the following
link.
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