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Job Vacancies

Engender Healths vision is Women and Girls First. The vision is


underpinned by the mission, namely catalyzing the value of women and
girls by harnessing the power of sexual and reproductive rights and
health. EngenderHealth is a leading global womens health organization
committed to ensuring that every pregnancy is planned, every child is
wanted, and every mother has the best chance at survival.

EngenderHealth is seeking expressions of interest from highly qualified candidates


to fill in vacant positions for the U.S. Department of State-funded gender-based
violence (GBV) response and prevention initiative Project in Malawi. The purpose of
this program is to support the implementation of comprehensive GBV response and
prevention programming in Malawi through selected sub-grantees. The initiative will
support efforts of the Government of Malawi (GOM), local civil society organizations
(CSOs), and other key stakeholders to reduce the injustices that women and girls
face as a result of GBV, ultimately empowering women and girls and improving their
overall health, as well as the health of all Malawians. All positions are open to
Malawians only will be based in Lilongwe.
_____________________________________________________________________________
The Finance and Operations Manager

Job Summary: Finance and Operations Manager works in a complimentary fashion


with the Project Director to effectively lead and manage the projects essential
finance and operations systems for budgeting, financial monitoring and reporting,
consultants, procurement and inventory management, as well as sub-award
procedures. The Finance and Operations Manager provides regular technical support
and training to operations and project teams as well as to other partner
organizations to help them establish sound, reliable, effective, and efficient
administrative and financial management systems. In tandem with the Grants
Officer, s/he will work with the project team to develop the procedures for the
administration and management of the grants and contracts. S/he will also monitor
the grant funds, develop the projects financial reports to donors as well as
submissions to the agencys HQ in New York, and also work in close collaboration
with EngenderHealth headquarters Finance and Operations staff in order to ensure
top quality procedures and reporting. The Finance and Operations Manager is also
responsible for overseeing the sub-contracting and local procurement of equipment
and supplies. She/he will be responsible for managing the Grants Officer,
Bookkeeper and matrix management of the Project Assistant.

Responsibilities:

Finance

Work with the Project Director to develop and coordinate the annual
budgeting process for the project.
Develop and coordinate the projects accounting, monitoring, and reporting
systems, including establishing internal control systems in accordance with
EngenderHealth standard operating procedures and donor rules &
regulations.

Review of payment vouchers for completeness, accuracy, allocation and for


allowability of expenses by project and ledger code; match all transactions to
accompanying receipts (vendors, payroll, petty cash, provident fund,
advances and their liquidation to staff & consultant). Ensure consultant labor
charges have appropriate time sheets and vendor identification numbers.

Review project budgets and monitor project expenditure in line with budget
by maintaining a budget tracking/reporting system (Pipeline report).

Provide management & program staff with monthly reports and analysis as
needed to help them manage their projects.
Preparation of monthly expense report and bank reconciliation for submission
to EngenderHealth/New York.
Preparation of monthly cashflow estimate and send the cash advance request
to EngenderHealth/NY.

Participate in the pipeline and related variance analysis meetings.

Review the accuracy of the payroll, vacation, bonus, severance allocation


according to the time sheets.

Ensure that all the statutory deductions returns are submitted and paid to the
authorities (Malawi Revenue Authority etc.)

Review the monthly and quarterly balance sheet reconciliations and clear any
outstanding items.

Coordinate the preparation of the office financial year end procedure, year-
end schedules and prepare audit schedules for all the balance sheet accounts
including vacation, severance, prepayments, and accruals.
Coordinate the internal and external audits.

Establish, manage, monitor and oversee all procedures for the development
and issuance of grants and subcontracts with local partners.
Establish, manage, and monitor all procedures for management of the funds
provided to program partner organizations.
Responsible for sub-contracting and local procurement of equipments and
supplies.
Manage and supervise all compliance related matters including the
development and monitoring of Corrective Action Plans, co-facilitating the
monthly compliance team meetings (with the Project Director), timely
submission of quarterly compliance reports to HQ, etc.
Provide technical support and training to the participating program partner
organizations to strengthen their financial and administrative capacities.
Supervise relevant administrative support staff such as the Grants Officer,
Bookkeeper and the Project Assistant.
Work with the corporate HR team to coordinate human resources
management including recruitment procedures for the Project, assisting the
Project Director in coordinating recruitment of long and short-term staff;
overseeing procedures for orientation and performance improvement of all
new staff; and coordinating the performance appraisal systems in
consultation with the organizations HQ HR unit; and overseeing procedures
for timesheet and leave management of staff.
Assist in the preparation of quarterly, bi-annual and annual financial reports
to HQ and donors as well as interim status reports as required.
Participate actively in new business development activities for the Malawi
Program
Carry out other duties as assigned by the Project Director and
EngenderHealth.

Administration

Develop and keep up to date the programs administrative manuals


Ensure maintenance of payroll records of staff and consultants, including the
annual salary increase.
Ensure maintenance of records and files related to finance, payroll and
administration
Identification of operational issues and problems and implementing solutions.
Set up the field offices when needed, including lease management or share,
procurement, services and vendor management, telecommunications,
including Internet, supplies, and travel services
Ensure the Vendor Vetting process is being conducted before engaging a
potential business partner (supplier, employee, consultant, sub-award etc)
Ensure procurement integrity and competitive bidding for all the office
procurement.
Assist in maintenance of asset, inventory register per EH and Donor
regulations
Ensuring compliance to regulations and records, Country Labour Law and
regulations
Work with EngenderHealth EHs and regional technology staff to ensure an
up- to- date computer system and applications. Liaison with the local
computer consultant.
Liaison with EngenderHealth/NY in all financial and administrative matters.
Initiate discussion and resolution of issues with bankers, lawyers, auditors
and tax consultants as necessary.

Qualifications:
Masters degree or other advanced degree in finance, business
administration, or other related field.
Minimum 10 years demonstrated experience in the administration and
financial management of a large program of national, and preferably
regional/international scope.
Experience in project administration with multiple partners is preferred.
Demonstrated experience with the finance and administration functions of
international and/or South African organizations.
Proven experience in development and implementation of systems for grants
and grant monitoring.
Demonstrated knowledge and technical experience in accounting,
administration and operational practices.
Minimum of 3 years supervisory experience required.
Experience in management and administration of human resources and
personnel issues.
Knowledge of US government funding rules and regulations, financial reporting
and disclosure requirements.
Demonstrated skills in negotiations and effective communications with partner
organizations and sub-grantees.
Ability to facilitate decision-making processes and to build constructive
alliances internally and externally.
Ability to provide technical support and training in finance and administration.
Knowledgeable of logistics and procurements systems for supplies and
equipment
Strong interpersonal, written and oral communication skills.
Ability to be flexible and manage and accomplish multiple priorities; goal
oriented.
Knowledgeable about information technology systems, including business
software
Strong leadership and technical skills, with proven capacity to direct and
manage change, and inspire high-performing teams.
Exceptional interpersonal, teamwork, communication, partnering and
supervisory skills.
_____________________________________________________________________________
Communications and Knowledge Management Officer
Job Summary: The Communications and Knowledge Management Officer provides
support to the EngenderHealth Malawi project in all areas related to knowledge
management and communications. She/he will play a key role in updating and
leading implementation of the country Communications Strategy to increase
effectiveness of communication internally and externally, increase knowledge
sharing and access to knowledge, increase innovation (by allowing greater access to
knowledge and ideas), improve collaboration among staff particularly across offices,
and promote cost savings by reducing duplication of efforts and increasing
efficiency. She/he will report to the Project Director.

Responsibilities:
Provide specialist communications advice and assistance to the Project
Director and Malawi team
Maintain effective internal and external relations with Engender Health
Malawi Project Office with stakeholders including sub-grantees non-
governmental organizations, government officials, media, Embassy staff and
other key actors in order to develop and maintain a high profile for the
Project;
Development and elaboration of internal and external communication
materials for the project in line with Organizational/Headquarters policies and
procedures, including a Communications Strategy;
Coordinate speakers and logistics for staff learning sessions, including
reviewing or preparing presentations;
Delivery of communications and social media training for the stakeholders
involved including sub-grantees;
Support the project and its partners in drawing lessons learned from its
communications initiatives, capitalizing experiences and sharing conclusions;
Prepare proposals for annual work programmes capable of meeting the
strategic and operational objectives outlined in the Communications Strategy
Accountable for the achievement of the agreed Communications inputs into
the annual work programmes
Multiple website management, including development of a blog, in line with
headquarters directions
Coordinating social media notices including on Facebook and Twitter
Handle day-to-day media contact and prepare press releases and statements
Write and edit articles, papers, letters, briefings; document best practices
through written stories; and other communications content on a range of
issues related to the strategy and objectives of Engender Health Malawi
Project office
Proactively apply communications expertise to the positive image and
position of Engender Health Malawi Project office in the media and relevant
specialist fora Information:
Responsible for the design, production and distribution of all communication
materials; bulletin, statements, leaflets, publications, reports and policy
documents, website etc, including building the capacity of sub-grantees in
this area;
Establish and maintain systems within the office for storing and retrieving
information in both paper and electronic form, in liaison with the
Programmes/Coordinators, and Finance and Administration Managers; and
to establish and develop databases which collate information received from
members in order to share best practice inside and outside of the
organisation
participate in the organisation of conference, seminars, meetings and other
events and ensure relevant media coverage and co-ordinate reports on such
events as required;
Assist EH staff in accessing KM tools and resources and developing
communication materials for visibility at meetings, conferences, business
development opportunities, etc.;
Prepare reports, discussion papers, briefs and other documents appropriate
for presentation to a variety of audiences
Support the production of project materials including assistance as needed on
editing, layout, and formatting;
Manage consultancies and procurements related to KM and communications,
including editing and graphic design;
Provide quality control of EngenderHealth produced materials and products
through high level editorial assistance to and review of routine project
reporting and project publications, such as technical briefs, special reports,
external briefings, and presentations and request technical assistance from
New York as necessary;
Liaise with Knowledge Management staff in New York HQ regularly to ensure
New York staff is aware of activities and vice versa;

Qualifications:
Degree in Bachelor of Arts, Communications, Journalism, or other relevant
field.
At least four years of professional experience in knowledge management,
communications, or related fields.
Exceptional interpersonal, teamwork, and communication skills.
Fluent in English and extensive experience speaking, writing and reading in a
professional capacity.
Demonstrated ability to work independently.
Experience in the use of personal computers, specifically word processing
applications.
Able to follow-up, meet deadlines and handle multiple priorities.
Cooperative manner, flexibility and dependability.
Experience working on donor-funded projects.
Prior experience working in maternal, reproductive and sexual health
preferred.

The Finance and Operations Officer

Job Summary: The Finance and Operations Officer is expected to apply principles
of accounting in analyzing financial information and prepare financial reports for the
organization. This will include managing the data entry of the accounting and
finance transactions and the preparations of financial report to the country program
she/he will support the oversight to operations of the office including Human
resources. The holder will directly report to the Finance and Operations Manager.

Responsibilities:

Preparation of financial reports, bank reconciliation, monthly payroll journal


and submitting to New York. Timely responding to queries from HQ.
Maintaining a good Cash flow management system and prepare cash
advance request to H/Q.
Monthly reconciliation of Quick Book and Sage X3 balance sheet accounts.
Reviewing the Sage X3 ledger against the Quick books ledger and reconciling
where the two have differences.
Prepare Budget vs Expense reports and assist with monitoring the office
project fund balance
(Pipeline report) and other donor reports as required.
Coordinate the preparation of the office financial year-end procedures, year-
end schedules and prepare audit schedule including accruals of severance,
vacation, and Creditors accrual.
Manage the office staff advances to ensure compliance
Manage the monthly Payroll process and preparation of the payroll allocation
according to time sheets.
Manage the office local statutory returns, by ensuring that returns are
submitted and paid on time (MRA, VAT, NSSF etc.)
Management of petty cash reconciliation and conducting spot checks to
promote compliance to SOPs.
Keep up to date asset inventory management systems and disposal, ensuring
compliance with organization and donor requirements.
Ensure that all office contracts are well managed and followed up including
utilities, insurance for vehicles, health Insurance etc.
Administration of the Dovico time reporting system in coding of timesheets
Any other comparable duties as may be assigned to this position in general
support of EH activities.
Qualifications:

Minimum qualification of Bachelors degree in accounting or a related field


from a recognized institution.

At least 4-years solid technical expertise and demonstrated achievements in


finance and office operations especially in the not-for-profit sector
Proven leadership and technical expertise in the accounting and operations
field.
Excellent interpersonal and supervisory skills, capable of directing and
managing, and inspiring teamwork and motivating staff.
Demonstrated experience in working and collaborating with various donors
and sub guarantees.
Demonstrated computer literacy especially Microsoft back office,
spreadsheets and QuickBooks.
Experience in managing a busy office and supervising staff.

Monitoring Evaluation and Research (ME&R) Officer


Job Summary: Working under the daily supervision of the Project Director but with
the technical guidance from the Global Director Monitoring, Evaluation and
Research, (ME&R). The M&E Officer will implement M&E tools, collect GBV incidence
and services data, and support districts to train service providers on how to
complete M&E tools during training sessions, collect service statistics and advocacy
data. The successful candidate will be responsible on ensuring the national
database; EHT aggregate database and other training databases are updated
monthly. Also, he/she will keep a backup hard copy of all data entered into the
respective databases. In addition, the M&E officer is expected to participate in the
preparations of the field office quarterly reports, work plans and perform
programmatic analysis based on the requests from the Project Director. The M&E
officer will also coordinate quarterly meetings between the technical and ME&R
teams to review and discuss the projects selected priority indicators. These
quarterly meetings will contribute to the broad organizational initiative to improve
data quality for decision making aiming to facilitate greater and more effective
cross-organizational learning and sharing.
Responsibilities:

Develop, implement and strengthen M&E Systems.


Develop, implement and revise, as needed, the Performance Monitoring Plan,
including ensuring optimal use of data from the program.
Design, implement and ensure quality improvement of program monitoring.
Design, implement and ensure quality improvement of the knowledge
management, information and communication system.
Lead design and implementation of assessments, surveys, in collaboration with
relevant program staff.
Conduct periodic data quality assessments for the project M&E system.
Organize supportive M&E monitoring visits for project sites.
Compile data for monthly, quarterly, semiannual and annual reports.
Document successes, challenges, case studies and lessons learned from the field
sites and inform the projects.
Disseminate program results, including at local, regional and national meetings,
conferences by writing peer-reviewed publications.
Coordinate data collection for routine monitoring, monitoring and evaluation
purposes, and also for any periodic research activities; this will entail close
liaison and follow-up with the national, district and health facility level personnel
Train service providers on the existing data collection tools and ensure
documentation of quality data by service providers
Provide technical support in the process of data quality assessment, data
cleaning and summarization
Participate in the project work plan preparation and take lead in the
implementation of ME&R activities as stipulated in the work plan
In view of data use, coordinate quarterly performance review meetings between
program and M&E staff and annual data sharing meetings with district level staff

Qualifications:

University degree or advanced degree in demography, public health,


epidemiology, or biostatistics. Interested candidates with Computer/IT
expertise relevant to the above duties are strongly encouraged to apply.
Computer literate with high proficiency in data management and analysis
programs including SPSS, EPI INFO, SAS and STATA
Proven experience on performing quantitative and qualitative analysis
At least 3 to 5 years proven experience in GBV, gender, HIV/STI and
reproductive health-related monitoring, evaluation and research.
Experience in designing and implementing M&E systems.
Experience in planning and facilitating trainings.
A personal and professional commitment to gender equality.
Fluent in English, Chichewa.
Ability to travel up to 40% of time within Malawi.

Driver/Office Assistant

Job summary: To transport EngenderHealth staff to various destinations using the


project vehicle in a safe and courteous manner. The Driver is responsible for the
safe operation of the assigned vehicle in the performance of various types of duties.
The holder of this position will also provide support to the office staff. He will report
to the Front Desk Assistant/Receptionist

Responsibilities:
Assist in preparation for office meetings including departmental and general
staff meetings.
With guidance from the supervisor support training/workshop preparations,
seminars and or related activities by making sure that materials, equipment
and stationery are packed and delivered to venues.
Ensuring appropriate use of the assigned vehicle accounting for each trip
using the logbook and developed travel plans.
Ensure safe operation of the assigned vehicle, including inspection of
required fluids, lights, tire conditions and overall condition as well as well as
proper maintenance of the vehicle
Ensure that vehicle maintenance records are kept properly and used to
inform program assistant of any vehicle needs.
May perform appropriate/ light preventive maintenance on the vehicle.
Adhere to EH SOPs related to vehicle use.
Submit monthly and quarterly reports regarding vehicle maintenance, travel
plans and trip reports to the Project Assistant.
Report any problems identified in the vehicle and ensuring all licenses and
documents relating to the vehicle are renewed on time and as required.
Provide support to the administration unit as and when required.
Support banking duties as and when required
Provide any other support as may be requested.

Qualifications:
A minimum of advanced level Malawi School of Education Certificate, additional
training in defensive driving will be an added advantage.
Possession of a clean valid Malawian Driving License and a certificate of good
conduct are a condition for employment.
Five years driving experience in a similar or related position.
Documentation skills including writing reports, minutes and downloading
photos from a camera to a computer and filing documents
Knowledge of proper, safe operation of vehicles especially 4X4 vehicles.
Prior Experience working on donor-funded projects is a must
Extensive knowledge of the Malawi Codes and geography of the Malawi road
network
Ability to assess mechanical problems, perform light preventive maintenance
and ensure proper maintenance of vehicles

TO APPLY
Please visit the careers page at www.engenderhealth.org to submit your application
online by 27th March 2017.

EngenderHealth provides equal employment opportunities (EEO) to all


employees and applicants for employment, without regard to race, creed,
ancestry, citizenship, religion, color, gender, age, national origin, political
belief, sexual orientation, genetic information, status as a victim of
domestic violence, marital status or disability or any other protected
characteristic under applicable federal, state and local laws.