Closing
date: 23 Jul 2015
date: 23 Jul 2015
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.
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.
The
Research Center is located in Mbarara Municipal
Research Center is located in Mbarara Municipal
ity, located 283 km South-west
of Kampala.. The main health facility is Mbarara Referral Regional Hospital
which is also a teaching hospital for the Medical School of the Mbarara
University of Science and Technology (MUST).
Epicentre
has a 3 floor research building in the University grounds of MUST. The research
center includes an administration and logistics department, a laboratory with a
Bio Safety Level 3 area, a data management unit and a clinic ward. Around 100
persons are employed in the research center.
has a 3 floor research building in the University grounds of MUST. The research
center includes an administration and logistics department, a laboratory with a
Bio Safety Level 3 area, a data management unit and a clinic ward. Around 100
persons are employed in the research center.
Mission
and Responsibilities
and Responsibilities
The
Resources Manager is responsible for all the support activities. As head of the
Dpt, he guarantees the good running of the research center and of the research
activities. He participates in the development and implementation of the
strategic plan. His recommendations on organisation or management should be
coherent with the research priorities.
Resources Manager is responsible for all the support activities. As head of the
Dpt, he guarantees the good running of the research center and of the research
activities. He 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.
the absence of the Research Center Director, he represents Epicentre in Uganda.
Position
The
Resources Manager is under the direct supervision of the Director of the
Research Center in Mbarara and works in close collaboration with the Laboratory
Coordinator and the referents in Paris .
Resources Manager is under the direct supervision of the Director of the
Research Center in Mbarara and works in close collaboration with the Laboratory
Coordinator and the referents in Paris .
He
supervises directly a Logistic Officer, an Account Assistant, an IT Manager and
a Human Resources Manager in Mbarara and a Logistic-Administrative Assistant in
Kampala.
supervises directly a Logistic Officer, an Account Assistant, an IT Manager and
a Human Resources Manager in Mbarara and a Logistic-Administrative Assistant in
Kampala.
Main
activities
activities
1)Operational
management and administration
management and administration
In
collaboration with the Director of the research center :
collaboration with the Director of the research center :
- Supervise
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. - Negotiate
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
Management
Develop
and update 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.
and update 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. - Participate
in the creation of new positions and their job profile. - Organise
and oversee the hiring process (publication, participation in selection of
candidates and interviews..). - Develop
an annual employee evaluation process. - Participate
in the elaboration of a training plan. - Manage
the disciplinary process when required. - 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.
3)Finances
·
Budget
Budget
Translating
all information relating to resources into a budget :
all information relating to resources into a budget :
- Establish
the budget with the Principal Investigator of each study in the Epicentre
financial sytem. - Review
overall budgets of the center with the Director of the research center and
the Financial Controller in Paris. - Evaluate
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
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 :
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 :
- Make
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. - Guarantee
that all cash expenditures in Mbarara and Kampala are justified and have
followed the implemented procedures.
·
Accounting
Accounting
Ensuring
the existence of procedures and processed for money management and accountancy
in the country :
the existence of procedures and processed for money management and accountancy
in the country :
- Supervise
the verification and entry of all monthly expenditures for all operation
and studies and ensure expenditures are allocated to the correct
analytical codes. - Verify
and balance all cash/bank accounts. - Compile
the end of month accounts to be sent to the Epicentre’s headquarters. - Monitor
and control the system of accounting for the each study.
4)Logistic & IT
Supervision
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. - Collaborate
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.
Candidate
requirement
requirement
Essential
ü
Substantial previous coordination and field experience in an administrative
position with MSF or another NGO
Substantial previous coordination and field experience in an administrative
position with MSF or another NGO
ü
Knowledge of medical research
Knowledge of medical research
ü
Fluent in English (written and oral), good command of French is an asset
Fluent in English (written and oral), good command of French is an asset
ü
Experience of cross cultural environment
Experience of cross cultural environment
ü
Good skills in IT software tools
Good skills in IT software tools
ü
Experience with developing and monitoring budgets
Experience with developing and monitoring budgets
ü
Good communication and negotiation skills – and ability to pass on information
Good communication and negotiation skills – and ability to pass on information
ü
Strong organizational and problem-solving skills
Strong organizational and problem-solving skills
ü
Willing to work and live in remote setting with limited social life.
Willing to work and live in remote setting with limited social life.
Competencies
ü
Commitment to MSF’s Principles
Commitment to MSF’s Principles
ü
Cross-cultural Awareness, behavioural
Cross-cultural Awareness, behavioural
ü
Stress management
Stress management
ü
Analytical Thinking and strategic vision
Analytical Thinking and strategic vision
ü
Planning and organising, capacity to negotiate, initiative and innovation
Planning and organising, capacity to negotiate, initiative and innovation
ü
People Management and Development, teamwork and cooperation, leadership
People Management and Development, teamwork and cooperation, leadership
ü
Security Awareness and Management
Security Awareness and Management
ü
Networking and Building Relationships
Networking and Building Relationships
Conditions
- Position
based in Mbarara – Uganda - Field
MSF/Epicentre contract of 24 months starting september 2015
For
complementary information about this position please contact:
complementary information about this position please contact:
Nathalie
Guérineau : nathalie.guerineau@epicentre.msf.org
Guérineau : nathalie.guerineau@epicentre.msf.org
Applicationsshould be made online,
before 23th july by completing the form available from the following
link : http://www. epicentre.msf.org/en/job-opening
before 23th july by completing the form available from the following
link : http://www. epicentre.msf.org/en/job-opening
