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.
The Research Center is located in Mbarara Municipality, 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.
Mission 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.
In 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 .
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.
Main activities
1)Operational management and administration
In 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
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.
• 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
Translating 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
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 :
• 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
Ensuring 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
• 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
Essential
ü Substantial previous coordination and field experience in an administrative position with MSF or another NGO
ü Knowledge of medical research
ü Fluent in English (written and oral), good command of French is an asset
ü Experience of cross cultural environment
ü Good skills in IT software tools
ü Experience with developing and monitoring budgets
ü Good communication and negotiation skills – and ability to pass on information
ü Strong organizational and problem-solving skills
ü Willing to work and live in remote setting with limited social life.
Competencies
ü Commitment to MSF’s Principles
ü Cross-cultural Awareness, behavioural
ü Stress management
ü Analytical Thinking and strategic vision
ü Planning and organising, capacity to negotiate, initiative and innovation
ü People Management and Development, teamwork and cooperation, leadership
ü Security Awareness and Management
ü 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:
Nathalie Guérineau : nathalie.guerineau@epicentre.msf.org