Multiple Positions – ICAP at Columbia University in ZAMBIA

Job Description

ICAP at COLUMBIA UNIVERSITY in ZAMBIA

ICAP at Columbia University is an international, non-profit organization situated at Columbia University in New York. ICAP is Empowering Health around the world and works in over 30 countries, including Zambia. Together with our partners, Ministries of Health, large multilaterals, health care providers, and patients, we support comprehensive, person-centered HIV/TB services and high-performing health system strengthening initiatives that provide quality and affordable health care. And by enhancing health information systems, improving quality, and developing human resources for health, we build capacity and efficiency in the world’s most challenging, resource-limited settings.

ICAP seeks to recruit qualified candidates to serve as Provincial Administrative Assistant, Transport and Logistics Assistants and District Clinical Mentors in Zambia

1. Job Title: Provincial Administrative Assistant (01)

Reports To: Provincial Lead & Operations Manager (Lusaka)
Incumbent: Vacant
Location: Mongu in Western Province
Start date: 1st October 2024

POSITION SUMMARY

The Administrative Assistant shall report to the Operations Manager and will provide day-to-day general office management, fleet management, inventory and stores management, and coordination of office purchases and supplies and ensure goods and services are always readily available.

MAJOR ACCOUNTABILITIES

• Provide general office reception duties
• Carrying out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Maintain both electronic and hard copy filing systems for the site office and ensure compliance with ICAP file storage guidance/policy.
• Maintenance of both the internal staff directory and the vendor’s database
• Raising purchase requests for materials and preparation of local purchase orders
• Assist in obtaining quotations, compiling, and analyzing cost information and data to assist in the selection of vendors including preferred vendors for stationery, supplies, and outside services, and update information periodically.
• Booking hotel venues, and accommodation for meetings and workshops and preparing/organizing meetings and workshop materials.
• Managing, coordinating, and monitoring vehicle movement and fuel usage.
• Supervise Transport and Logistics Officers and ensure that they correctly complete logbooks. Work with the fleet Officer to schedule and coordinate vehicle service.
• Complete monthly vehicle usage reports and timely submission to the Procurement and Logistics Officer for fuel replenishment.
• Ensure timely processing and payment of all utility bills – work closely with finance on any vendor queries that may arise.
• Managing petty cash to ensure that the funds are available for day-to-day basic office requirements and reconciliations of the petty cash account
• Inventory management for all ICAP equipment and assets. Carry out quarterly physical inventory verification.
• Manage the site office stock levels for office supplies and stationery, including issuance of supplies and preparation of monthly consumption reports on stationery and other office supplies.
• Work closely with the Operations Manager to ensure supply pipeline runs smoothly and adequate inventory is available
• Develop and maintain supply inventory tracking system for managing equipment and supply use.
• Send monthly reports to the supervisor on all key result areas.
• Any other duties as assigned by the supervisor

EDUCATION

• Grade 12 Certificate
• Degree in Business Administration/Management or any related field.
• Specialized qualification in procurement and supply chain will be an added advantage

EXPERIENCE AND SKILLS REQUIRED

• Minimum of two (2) years’ work experience.
• Registered membership with the relevant professional body
• Excellent computer skills, at minimum with Microsoft Office Package.
• Ability to multitask and prioritize work
• Relevant work experience in a similar position working for an international NGO, will be an added advantage.

PREFERRED QUALIFICATIONS

• Degree in Business Administration/Management or any related field.

Travel Requirements

• Quarterly travel within the province

2. Job Title: Transport and Logistics Assistant (05)

Reports To: Provincial Administrative Assistant & Fleet Controller (Lusaka)
Incumbent: Vacant
Location: Various Districts – 3 Western and 2 North-Western Province
Start date: 1st October 2024

POSITION SUMMARY

Working under the supervision of the Administration Assistant, the Transport and Logistics Assistant (TLA) is responsible for basic daily office administration tasks, driving ICAP Project vehicle(s) on various assignments, proper accounting of fuel receipts, and vehicle maintenance. The TLA will ensure cost-savings through proper use of the vehicle by accurately maintaining the daily vehicle log sheets, weekly reporting of vehicle mileages, reporting of vehicle faults, and provides inputs to preparation of the vehicle maintenance plans and reports.

MAJOR ACCOUNTABILITIES

• Drives the ICAP project vehicles for the transportation of ICAP Project staff, authorized personnel, and materials.
• Runs errands as assigned such as: a) delivery and collection of mail, documents and other items, and b) meeting staff.
• Assist the programs team to formulate weekly route plans.
• Assist with administration tasks such as photocopying, scanning, and filing of documents as assigned by the supervisor.
• Assist with stores management and distribution of supplies and stationery to staff.
• Assist in regular physical inventory verification exercise.
• Ensures that the assigned vehicle is kept in good working condition at all times by doing daily vehicle physical checks and inspections.
• Account for fuel by keeping records of all receipts and updating the logbook on every refuel.
• Ensures cost-savings through proper use of the vehicle through timely report of vehicle faults and next service mileages, correct tyres pressure, and proper use of the 4-wheel drive.
• Provides inputs to the preparation of the vehicle maintenance plans and reports.
• Maintains accurate vehicle maintenance plans and keeps the project vehicles clean and in good running condition at all times
• Ensures availability of all the required documents/supplies including vehicle insurance, vehicle registration book, vehicle logs, office directory, map of the city/country, first aid kit, and necessary tools in the assigned vehicle.
• Keeps track of insurance, road tax, and certificate of fitness.
• Follows the ICAP SOP’s in case of a motor vehicle accident occurs.
• Performs other tasks as assigned by the supervisor.

EDUCATION

• Certificate/Diploma in Mechanics, Valid (Manual) driver’s license, class B and above.
  Grade 12 certificate

EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS

• Grade 12 certificate
• Certificate/Diploma in Mechanics, valid manual driver’s license.
• A Certificate in Defensive Driving will be an added advantage.
• Minimum of five (5) years’ work experience.
• Good communication skills
• Basic computer skills

Preferred Qualifications

• Certificate/Diploma in Mechanics, Valid driver’s license

Travel Requirements

• Requires domestic travel of a minimum of 50-80% of the time

3. Job Title: District Clinical Mentors (04)

Reports To Provincial Lead
Incumbent
Vacant
Location: Various Districts – 3, Western and 1, North – Western Provinces

Start date: 1st October 2024

POSITION SUMMARY

Working under the guidance of the Provincial Lead, the district clinical mentor will support activities to implement and sustain the gains across the HIV/TB prevention, care and treatment cascade through an embedded mentorship approach and using QI methodologies in the assigned districts/facilities. S/he will coordinate technical program implementation and closely work with DHO program officers to provide mentorship and oversee program implementation across the allocated districts/facilities and ensure that respective DHOs within North-Western Province meet their annual targets.

MAJOR ACCOUNTABILITIES

• Coordinates mentorship at DHO and all health facilities within the allocated districts working in collaboration with I-surge officers to support the facilities across the HIV/TB cascade.
• Supervise and coordinate mentorship by I-Surge officers at site level in HIV/TB clinical management in line with the 95:95:95 target within the district
• Ensure implementation of the I-surge approach at all sites with/out I-surge officers.
• Identify service delivery and stock management gaps and implement remedial measures together with district program officers and facility staff.
• Monitor achievement of District and site level targets and discuss results and remediation measures with DHO/Hospital and HF staff.
• Support facilities to implement innovations that will improve performance across the HIV/TB cascade.
• Mentorship working with the lab advisor to strengthen access to viral load monitoring by supporting providers to request for viral load testing whenever indicated and interpretation of results, EID and CD4 testing.
• Coordinate the implementation of all related HIV prevention services including cervical cancer screening, VMMC, PrEP etc.
• Perform other related duties as directed by the supervisor.

EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS

• Full grade 12 certificate
• Clinical Officer (Diploma/degree Clinical Medicine) or
• Registered Nurse (Diploma/degree in nursing).
• Master’s or bachelor’s degree in public health a plus
• Fully registered with HPCZ or Nursing and midwifery Council of Zambia (NMCZ)
• At least 4 years’ demonstrated experience in HIV/TB clinical management in a limited resource setting.
• Trained in both adult and paediatric ART
• Supervisory and mentorship experience in HIV/TB prevention, care and treatment services.
• Proven experience in coordinating HIV/TB services such as demand creation, HIV case identification and community interventions in support of retention of recipients of care (RoC)
• Ability to provide daily mentorship to ART providers including Community health workers
• A team player with ability to coordinate HIV/TB services at the district or facility.
• Computer skills: Microsoft word, Excel, PowerPoint.
• Experience working in donor funded projects a Plus
• Fluent English oral and written communication skills
• Perform other related duties as directed by the supervisor.

APPLICATION INSTRUCTIONS

For submission of applications and full details of the positions, please visit the ICAP website        www.cap.columbia.edu/careers.

Suitably qualified candidates should attach their cover letters and a detailed Curriculum Vitae (CV) of not more than 4 pages. Please indicate the position being applied for in the subject line and do not attach certificates.

The closing date for receiving applications is 19th July 2024. Only shortlisted candidates will be contacted.

ICAP is an equal opportunity employer, values inclusion, and a diverse workforce. All qualified applicants will receive equal consideration for employment.