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Job Vacancy - Administrative Manager

China Australia Health and HIV/AIDS Facility (CAHHF), Administrative Manager

HLSP, (the Health Unit of Mott MacDonald) and the Burnett Institute, managing contractor the AusAID China-Australia Health and HIV/AIDS Facility (CAHHF) is seeking expressions of interest in the position of Administrative Manager.

CAHHF is a joint China-Australia development cooperation initiative that aims to develop the capacity of China's health system, ability to respond to emerging infections and control HIV infection.

Post: CAHHF Administrative Manager
Location: Beijing
Hours: Full time 40/week
Accountability: Facility Manager

Purpose of Position:

This full time post is responsible for supporting the Facility Manager and Deputy Facility Manager of the China-Australia HIV/AIDS and Health Facility (CAHHF) to provide facility-wide management to a team of up to 10 technical and administrative staff in delivering a high quality, timely and successful project. This is an AusAID funded bilateral project and the Administrative Manager will play a key role in ensuring the financial management of the AusAID contract is run in accordance with the donor's regulations and guidelines as set out in the head contract between AusAID and Burnet institute.

The Administrative Manager reports directly to Facility Manager and will be one of the key liaisons between HLSP, Burnet Institute, AusAID, the Ministry of Health and other stakeholders in the project.

A considerable portion of the administrative manager's time will be spent working with CAHHF Senior Accountant on financial reports and management. They will also be responsible for working with sub-grantees as part of the CAHHF facility management team (FMT) support to activity development.

This position will be based in Beijing.

ROLES & RESPONSIBILITIES

1. Financial Management:

Reporting directly to Facility Manager, the Administrative Manager will have primary responsibilities in financial management to support a high quality facility management of CAHHF. He/She will:

Work closely with CAHHF Senior Accountant on a regular basis to keep CAHHF accounts up to date;
Participate in managing the project's budget effectively on an ongoing basis to ensure the project meets its financial objectives and satisfies HLSP's, Burnet's and AusAID's management and reporting requirements;
Lead on the financial monitoring to the sub-contracts of certain activities;
Assist in updating the CAHHF Imprest Account by advising the Manager on approving activity expenditures, in accordance with delegated limits;
Support the Manager in liasing with the Burnet Institute and HLSP finance teams as necessary to prepare accurate and timely CAHHF financial reports and clarify financial statements as required;
Make an input into preparing financial projections for CAHHF annual and six monthly activity plans, estimating the financing requirements of the Imprest Account, maintaining a record of expenditure against advances and ensuring timely invoicing of expenditures from the account;
Participate in the financial supervision of sub-contractors and consultants
Monitor and report that sub-contract expenditures are spent in accordance with agreed budgets and AusAID guidelines ;
Make a contribution to preparing invoices to the Burnet Institute for HLSP's services to CAHHF;
Participate in regular financial reviews of CAHHF and assist Facility Manager to prepare financial reports against budget to Management Oversight Committee (MOC) and monthly financial reports to project director of HLSP;
Assist Facility Manager and Deputy Facility Manager in identifying opportunities for consultant support to CAHHF, including preparing their contracts and terms of reference, briefing them and providing administrative support to them.

2. Office administration

The administrative manager has a key role in organising and coordinating office operation and procedures in order to ensure organizational effectiveness and efficiency. He/she will:

Take a lead in FMT on the use of HLSP's QES (Quality, Environment and Safety) and other quality assurance systems that contribute to the objective of CAHHF;
Ensure filing system are maintained and up to date; define procedures for record retention;
Assist IT/Website Maintenance Staff in overseeing the operation and maintenance of the Website;
Assign and monitor clerical and secretarial function; Orient and supervise short-term staff to the office;
Plan and implement office system, layout and equipment procurement; Check stationery stock and anticipate needed supplies;
Perform other related administrative duties as required.

3. Events Management:

Under the supervision of Facility Manager, coordinate all CAHHF activities and events, including planning, organising and facilitating of events to meet contractual obligations and quality management standards;
Coordinate internal and external trainings or workshops that contribute to the objectives of CAHHF;
Make a contribution to assist the development of CAHHF promotion materials, such as design, layout and editing of newsletters in line with AusAID guidelines, regulations and other general requirements.

4. Corporate Responsibilities:

Contribute to maintaining good cooperation between HLSP and Burnet and between the project and AusAID and key stakeholders as a whole.
Establish good and considerate working relationships with all staff in the organisation in a way that demonstrates respect for their roles and responsibilities.
Carry out any other tasks and responsibilities as agreed with the CAHHF Manager.

Person Specification
Professional qualifications and experience:

Master Degree in a finance and accounting or related subject;
Minimum 3 years' working experience on finance management base, including developing and implementing programme, administrative and financial systems for effective project delivery;
Proficiency in Word processing, Spreadsheets and Presentation software (able to write and format reports and to manipulate data using spreadsheets); Familiar with financial software application,
Strong language skills in both Mandarin and English is essential;

Essential Competencies/skills:

An ability to work as a team member in a collaborative and supportive manner;
Excellent communication (verbal and written) & interpersonal skills;
Experience in working with large bilateral projects or international aid
Attention to detail and high level of accuracy;
Has a flexible approach to work and able to work under pressure to deadlines;
Proactive and uses own initiative when this is needed, but able to use established processes and work to management directives too;
Motivated by new challenges and eager to learn;
Willing to travel for short and medium term assignments.

Desirable Competencies/skills:

Understanding of China's health systems structure and terminology; knowledge of public health and
Experience and skills in developing financial plans and budgets and subsequently managing and monitoring and reporting accurately on progress and expenditures;
Negotiation skills, including with bidding companies for event management;
Experience of report writing and communicating complex financial issues to a variety of non-technical or public audiences.

Applications comprising a cover letter and a CV should be emailed to:
Xu Yuhua
HLSP, B-1205 China International Science & Technology Conference Centre,
12 Yumin Road, Beijing 100029
Email: sylvia.xu@hlsp.org
Cc: cahhf@hlsp.com.cn

Applications close on 30th June 2010.