Operations Manager, Vaccines Program

Job title:

Operations Manager, Vaccines Program

Company:

Clinton Health Access Initiative

Job description

Overview:The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.CHAI was founded in 2002 in response to the HIV/AIDS epidemic with the goal of dramatically reducing the price of life-saving drugs and increasing access to these medicines in the countries with the highest burden of the disease. Over the following two decades, CHAI has expanded its focus. Today, along with HIV, we work in conjunction with our partners to prevent and treat infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis. Our work has also expanded into cancer, diabetes, hypertension, and other non-communicable diseases, and we work to accelerate the rollout of lifesaving vaccines, reduce maternal and child mortality, combat chronic malnutrition, and increase access to assistive technology. We are investing in horizontal approaches to strengthen health systems through programs in human resources for health, digital health, and health financing. With each new and innovative program, our strategy is grounded in maximizing sustainable impact at scale, ensuring that governments lead the solutions, that programs are designed to scale nationally, and learnings are shared globally.At CHAI, our people are our greatest asset, and none of this work would be possible without their talent, time, dedication and passion for our mission and values. We are a highly diverse team of enthusiastic individuals across 40 countries with a broad range of skillsets and life experiences. CHAI is deeply grounded in the countries we work in, with majority of our staff based in program countries. Learn more about our exciting work: http://www.clintonhealthaccess.orgCHAI is an Equal Opportunity Employer, and is committed to providing an environment of fairness, and mutual respect where all applicants have access to equal employment opportunities. CHAI values diversity and inclusion, and recognizes that our mission is best advanced by the leadership and contributions of people with diverse experience, backgrounds, and culture.Vaccines ProgramCHAI works with governments, communities, other local partners, as well as global donors and stakeholders to reduce the burden of vaccine-preventable diseases and make immunization delivery systems a stronger foundation for primary healthcare through several complementary objectives. We help accelerate access to and uptake of new or under-used vaccines and improve the performance of vaccine cold chains, logistics systems, and service delivery to sustainably reach the unreached. On the markets side, CHAI is applying the techniques it has used successfully to improve access to HIV/AIDS and malaria treatment: improving market demand transparency for individual suppliers and working closely with these suppliers to optimize their commercial strategies in low- and middle-income markets. In doing so, this ensures the availability of vaccines at affordable yet commercially sustainable prices. http://www.who.int/pmnch/media/news/2013/gavi_pentavalent_price_announcement.pdf Responsibilities:CHAI is seeking a highly motivated individual to work as Operations Manager to provide administrative support and help lead operational, program and financial management for CHAI’s global vaccines team. This position will ensure smooth programmatic operations by putting robust administrative systems and processes in place, and effective oversight of internal procedures and policies. The Operations Manager will lead the coordination of donor reporting, manage the annual goal-setting process, and provide administrative and logistical support to the team. A successful candidate will be highly motivated and hard working with exceptional organizational, problem-solving, and communication skills. CHAI places great value on relevant personal qualities including resourcefulness, tenacity, independence, patience, humility, and strong work ethic. This position will report to the Senior Director, Vaccines.Responsibilities include but are not limited to the following:Operations management (50%)

• Act as first point of contact on the team for administrative and operational questions and work closely with staff at CHAI headquarters on matters relevant to the global vaccines team
• Develop and maintain administrative systems and processes to facilitate efficient operations across the program (contact & team calendar management, travel logistics, NDAs, information systems, website, etc.)
• Lead planning and execution of virtual and in-person meetings, including identification of venues, rate and contract negotiation, and coordination of all travel and meeting logistics
• Assist recruitment efforts working closely with the hiring manager (e.g., draft JDs, maintain JD database, review candidates, track hiring progress and proactively flag delays)
• Develop and maintain onboarding materials, coordinate equipment procurement, and lead onboarding for new staff
• Coordinate off-boarding processes and equipment handover
• Maintain and promote the internal digital workspace and support knowledge sharing
• Maintain team distribution lists, staff records, organizational charts, and other relevant databases
• Maintain and distribute up-to-date software licenses
• Support team learning & development and DEI initiatives as required
• Develop and implement innovative ways to improve operational efficiency of the team

Program management (30%)

• Coordinate development of donor reports (and other donor deliverables), working closely with vaccine directors, program and regional managers to ensure adherence to processes and timeline
• Lead administrative tasks for grant compliance as necessary, e.g., time sheets
• Contribute to the development and editing of donor proposals and reports, ensuring that content is clear, cohesive, and written with a consistent voice
• Develop, proofread and edit other program and communication materials (e.g., white papers, (annual) reports, presentations, internal newsletters, etc.) to ensure deliverables meet high quality standards
• Lead coordination of goal-setting and work-planning processes within the vaccines program and work closely with directors, program and regional managers to track progress against goals

Financial management (20%)

• Oversee development of operational and subrecipient contracts, processing of invoices, tracking of payments, and monitoring of contract spend against budget
• Coordinate submission and approval process of staff timesheets
• Manage financial aspects of virtual and in-person meetings including establishing a budget, vendor selection, processing payments and allocating costs to the appropriate funding sources
• Support the finance manager and program directors in budgeting, reporting and invoicing as required

Qualifications:

• Responsible – You take pride and ownership in your work, show attention to detail and have high standards for what you produce, ensuring it can stand up to the scrutiny of internal and external parties.
• Practical – You demonstrate judgment and flexibility in how you allocate your efforts when balancing multiple tasks simultaneously and prioritize effectively in high-pressure situations.
• Communicative – You have exceptional written and verbal communication skills, with an ability to produce high-quality deliverables and respectfully and effectively navigate internal and external stakeholder environments.
• Intellectually Curious – You proactively seek out knowledge and are interested in developing innovative ways to improve operational efficiency of the team rather than accepting existing strategies or statements at face-value.
• Analytical – You are comfortable working with large amounts of quantitative and qualitative data, including with experience using advanced Excel features, and effectively extract logical conclusions and recommendations from this analysis.
• Impact Oriented – You are familiar with impact management and M&E and have an eye for ambitious smart impact goals and ideas on how to pragmatically track progress across the CHAI matrix.
• Passionate – You are passionate about improving vaccine access and view operations work as directly linked to, and supportive of, the program’s impact and vision.

Requirements

• Advanced degree preferred, such as Master of Business Administration (MBA) or Master of Public Administration (MPA); bachelor’s degree and relevant work experience may be considered in lieu of an advanced degree
• Minimum of six years of relevant work experience, including in office/program management, coordination and overseeing project execution in a fast paced, results-oriented work environment
• Excellent interpersonal skills, with ability to work effectively in a multi-cultural and remote environment
• High level of proficiency in Microsoft Office, particularly Excel, PowerPoint, Word, and Teams
• English language fluency, both written and verbal; additional languages are a plus
• Available for up to 10% international travel

Advantages

• Prior knowledge or experience working in a related field such as global health or global development, particularly vaccines
• Experience working in multilateral and non-profit organization or governments
• Familiarity with financial systems, budgeting, compliance, expense recording, and reporting
• Experience living and working in low-resource settings

Expected salary

Location

Gavi, Alessandria

Job date

Sat, 14 Sep 2024 02:13:35 GMT

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