Study Coordinator Mac Recruitment Limited

GENERAL SUMMARY

The Study Coordinator will provide all administrative oversight for the study and is directly responsible for managing staff, ensuring the work plan is executed in a timely manner, study targets are met, and monitoring all expenditures against the study budget.

AREAS OF RESPONSIBILITY AND DUTIES

Study Implementation

• Acquiring in-depth knowledge of the study approach and work plan and ensuring that the work plan is executed in a timely manner.
• Maintaining and updating the study work plan so that it accurately documents:
  1) all current study objectives and activities, and
  2) actual progress in conducting activities against targeted dates.
• Leading study team meetings with all teams involved in the study, ensuring good joint  advance planning and monitoring prompt execution of tasks by the various teams. These teams include Human Resources, Finance, ICT, Procurement, Training, and Data Analysis.
• Identifying roadblocks to planned work plan activities and working at all levels to identify solutions to promote full realization of study objectives and activities.
• Understanding study indicators and oversee data team responsible for collecting and reporting indicators.
• Monitoring indicators on a monthly basis and use results to adjust current work plan and inform future planning.
• Assisting in timely submission of reports to the UNC IRB and UNZA BREC.
• Consulting appropriate supervisors as necessary on any issues related to the accurate and successful implementation of the study
• Organizing the logistical aspects of the focus groups, interviews with stakeholders and key informants and discrete populations
• Assist in the development and implementation of study Standard Operating Procedures
• Keeping a constant updated filing system in place for all study activities.

Budget Management

• Help provide input for budget preparation
• Monitoring the budget, ensuring study budget is updated from time to time to reflect necessary changes and adjustments, e.g., based on cost increases, savings, or new requirements identified during the course of study implementation.
• Monitoring expenses against current budget and ensuring program spending remains within budget limits.
• Working with Finance department to ensure compliance with U.S. government and financial regulations and guidelines.
• Working together with the administrative support staff, help in preparing project requests to the finance department.

Program Reporting and Communication

• Preparing monthly work plans and budget updates.
• Preparing reports as required; ensuing accurate reporting, compliance with required formats, and good editing practices.
• Communicating goals, objectives, and activities clearly and consistently to the study team.
• Use good communication and interpersonal skills to help facilitate coordination and communication within the study and support teams
• Planning internal and external meetings, writes minutes, and sending them out for distribution.
• Help resolve disciplinary cases, disputes or disagreements within the study and communicating these with the administrative office and HR department if need arises.

Procurement and Inventory Systems

• Working together with the study investigators and administrative support staff , ensure the timely purchase of study supplies/equipment/services and other procurement related activities.
• Ensuring study supplies are monitored and managed to avoid stock outs
• Ensuring a proper inventory system for study supplies and equipment is in place

Data Quality Assurance and Quality Control

• Assisting in standard data quality assurance and quality control of the database, including data and reports.
• Liaising with staff and data associates as needed to help manage data omissions or inaccuracies.
• Conducting direct data entry if needed.

Personnel and Training

• Liaise with the Administrative and HR department regarding completion and submission of staff time sheets, leave forms, performance appraisals and other required HR activities/documents.
• Assisting in the recruitment of new study staff when needed.
• Assisting in coordination of staff meetings, daily schedules, etc.
• Assisting in coordination and implementation of trainings and other workshops

SPECIAL SKILLS/COMPETENCES

• Demonstrated leadership abilities
• Demonstrated experience in research activities and administrative support functions
• Must be organized and an independent worker
• Must have excellent, communication, problem solving, analytical, interpersonal and human relationship skills.
• Must be proficient in Microsoft programs
• Able to organize and schedule multiple work-related tasks efficiently

EDUCATION AND EXPERIENCE

• The job holder must have a minimum of a Bachelors Degree in a field related to public health/social work with 2 years experience in research activities; with work experience in a reputable NGO
• Minimum experience of two years of community outreach work