Administration Coordinator

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.org

CHAI 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.

Overview of Role

The Clinton Health Access initiative in Zimbabwe is seeking to hire an Administration Coordinator to support the day-to-day management of the operations functions of the Zimbabwe Office. Based in Harare, the role will be vital in ensuring efficient and effective operations across various organizational functions. The Administration Coordinator will work closely with the management team and other staff members to support program implementation, logistics, administration, and overall organizational effectiveness.

• Implement procurement strategies and policies in compliance with organizational guidelines and donor requirements.
• Conduct market research, identify potential suppliers, and maintain a database of reliable vendors.
• Prepare procurement plans and coordinate the procurement process, including drafting and issuing requests for quotations (RFQs) evaluating supplier proposals, negotiating contracts, and ensure timely delivery of goods and services.
• Monitor and maintain accurate procurement records and documentation for auditing and reporting purposes.
• Maintain inventory of project assets and equipment.
• Ensure adequate stock levels of essential supplies and equipment.
• Collaborate with program managers and field staff to forecast logistics needs and ensure timely availability of resources.
• Identify and address logistics challenges and propose solutions for improved efficiency.
• Establish and maintain strong relationships with suppliers and vendors.
• Monitor vendor performance, including quality, delivery timelines, and adherence to contractual terms.
• Support internal and external audits, providing necessary information and documentation.
• Develop and implement safety and security policies, procedures
• Maintain a safety and security management plan, including emergency response and contingency plans.
• Conduct safety and security training and awareness sessions for staff members, ensuring their understanding of safety procedures and protocols.
• Assist in negotiating and managing contracts with medical aid providers and insurance companies.
• Oversee the enrollment and administration processes for staff welfare benefits, ensuring accurate and timely processing.
• Serve as a point of contact for staff members regarding welfare benefits, addressing queries and providing necessary guidance.
• Liaise with relevant government agencies and immigration departments to obtain necessary permits and visas for international staff.
• Ensure timely submission of work permit applications and renewal processes.
• Bachelor’s degree in a relevant field (such as business administration, human resources, supply chain management, logistics, or a related discipline).
• Proven experience (2-3 years) in operations management, preferably in an NGO or similar environment.
• Familiarity with supply chain management principles, logistics planning, and inventory management.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to work effectively in a team.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Commitment to the mission and values of the NGO.