The Malawi-Liverpool-Wellcome (MLW) Programme is an internationally recognized centre for research and research training, funded by the Wellcome Trust. In collaboration with the Kamuzu University of Health Sciences (KUHeS), MLW would like to engage the services of a competent and dynamic individual to work in an exciting Research Programme at the MLW Research facility as it is expanding.
The incumbent will provide administrative support for the MLW Associate Director and the NTD group. S/he therefore, will be a strong team player, acting as the communication link between the Asociate Director and internal and external stakeholders to the MLW programme. S/he is responsible for an effective and efficient secretarial and administrative service for the Associate Director.
General Administrative Duties
- Provide administrative support for the AD, particularly supporting the her diary and professional administration, and offer admin advice for other individual PIs / academics in the group
- First point of contact for the NTD, with both outward and inward facing duties.
- Liaison with all MLW Depts and other Groups including Director’s office and governance functions.
- Support communication and cohesion within the group across cadres and across projects, particularly for those working flexibly or from home.
- Manage group-related correspondence and communication
- Organize/arrange AD or NTDs related meetings and events diary, and organize and facilitate workshops, retreats or training events when needed
- Lead organization of meetings, including diary bookings, room preparation and projection, e-communications and teleconferencing, agenda preparation, minute taking and following up on action points.
- Maintain filing system and group records and reports, and draft or contribute to reports as requested
- Arrange and coordinate local and international travel logistics for the Group Head, and provide travel / transport support to group members as requested.
- Maintaining databases for the Groups including grant tracking, publications, staff leave, health and safety, certification, staff training etc.
- Manage group-related social media profile, and other publicity and engagement for group activities
Operations (Finances, Property, HR)
- To ensure that a database of staff files in the group is kept up-to-date including the monitoring of staff leave, contract periods, holiday, line management structures, grant salaries, positions and disciplinary issues.
- Support recruitment by the Group following best practice and MLW HR guidelines and policies
- Ensure that small equipment (eg laptops, tablets, study telephones) for the group are well maintained, stored and accounted for.
- Ensure that funds for the groups research (petty cash) are accounted for and replenished according to MLW Financial procedures
- Ensure that there are no stock outs of group materials, in liaison with procurement and investigators on each project.
- Ensure that transactions are initiated and tracked through the usage of Serenic System.
- Contribute towards creating a productive research environment by managing the following:
- Supporting publication submission where relevant
- Maintaining publications board and screen
- Ensuring up-to-date database of publications using referencing software
- Tracking group Equip score for publications
- Supporting social media and other publicity for significant publications, in liaison with science communications department
- Research Meetings and activities
- Managing meeting bookings (venue, time, attendance list, IT set-up, documentation). Critical meetings shall include Executive committee, DBM, SMT, RSG, Clinical PhD meeting, Cutting Edge, Project Progress, Group Heads Meeting, Theme meetings, project-specific teams, student supervisions and KUHeS related meetings including academic board, School of Medicine meetings, pathology departmental meetings. Particular emphasis on effective teleconferencing and virtual meeting
- Manage the group head’s work diary
- Managing group meeting agenda, minutes and action points.
- Support group members to work flexibly or work at home effectively
- Support relevant Research Theme meetings and activities
- Coordinate shipping and deliveries
- Co-ordinate conference poster-printing
- Manage and keep records tracking end-to-end grants process (LOI, MLW approvals and budgeting, KUHeS approvals and budgeting, grant applications, funding and contracts, governance and ethics, staff recruitment, project management, project closure)
- In liaison with the Grants Management team and project manager, or Research support center, create summary reports for used by the Group and forwarded or presented to the Director or funders as required
- Support investigators and co-ordinators with ethics documentation for onward transmission to Clinical Research Support Unit (CRSU) where applicable, and support other clinical governance activities
- Be conversant with and use checklist of regulatory requirements for projects/studies which may require regulatory submissions (COMREC, NHSRC)
Visitors and Pastoral Role
- Liaise with group head to ensure that arrangements for academic visitors coming under the auspices of the group are competently and smooth (confirming travel dates, accommodation, office space, access card, itinerary, talks / workshops,).
- For existing group staff, support group cohesion, play a pastoral role and highlight issues to the AD or HR office if required on issues such as welfare and wellbeing, sickness, lateness, absence, accidents etc.
- Keep track and manage end-to-end project administration
- Manage administrative study implementation activities
- Resolve or Escalate administrative study site issues
- Represent the group in meetings when requested
- Lead on public engagement activities for the group
Health and Safety
- Ensure that that health and safety rules are followed within the group at all times
- To ensure attendance at scheduled quarterly Health and Safety programs for group members
- Notify the Line Manager on all accidents and potential hazards.
- Behave ethically and responsibly at all times and follow the MLW staff code of conduct.
- To – never ask for any financial, physical or sexual favors in return for providing service or in executing his/her duties.
- Take the responsibility attend Safeguarding training and to report any safeguarding issues you observe or experience to a Safeguarding Champion or Safeguarding Officer.
Qualifications, Experience and Personal Specifications
- Degree in Business Administration or any other relevant field.
- Minimum of 3 years’ experience in project organization and implementation, financial and budget management
- Excellent IT skills
- Good presentation skills, as well as strong verbal and written communication skills
- Good report writing skills
- Able to communicate effectively with a wide range of people
- Efficient and well organised, with excellent attention to detail
- Enthusiastic and able to work under pressure and to deadlines
- Ability to plan and lead complex projects.
- Good financial accountability
- Experience: Minimum of 3 years’ experience with good project organization and implementation, financial and budget management, people and team skills, and communication skills (oral, written, electronic, teleconferencing and social media). Working with international organizations or research institutions. Experience with effective virtual meetings. Experienced with managing email, electronic diaries, VOIP communications, “MS Office”, project management tools and social media platforms.
- Qualities: Good personal organization and social awareness. Outgoing and approachable. Reliable and responsible. Ability to maintain communication and cohesion effectively within a team. Ability to organize, communicate and support networks.
- Reports to:Associate Director and group head Neglected Tropical diseasesDirect
- Reports: PDRA (Seke Kayuni)
- Liaises with:
- PA Director and DD, Deputy Group Heads, Researchers
- Senior Translation & Transcription Coordinator
- Grants CoordinatorFellow Project Administrators
- Support departments (Facilities, Human Resources, Finance)
- Communications departmentClinical Research Support Unit
- Scientific team members
Remuneration and Benefits
MLW offers an attractive remuneration package which includes a competitive salary package commensurate with the position, a medical aid scheme, 24 hours insurance cover, pension scheme, gratuity benefits redeemable once every year, among others.
MLW also offers opportunities such as scholarships, upgrading and training opportunities to employees. These are based on successful job performance and other set criteria.
MLW recognizes its responsibility in safeguarding and protecting communities, research participants and patients. Please note that successful candidates will be requested to undergo a safeguarding check prior to appointment and at regular time points during employment.
Suitably qualified candidates should forward their applications with copies of relevant certificates, 3 contactable referees and a detailed CV to this email email@example.com. Please use the job title as the subject line of your email.
To arrive no later than the 26th of June, 2022, only short-listed candidates will be acknowledged.