Mervis Juwa Chima

Company Overview: (EUD Service contract for strategic communication and public diplomacy)

• Managing and signing for the project’s local account, while making sure that every expenditure has been updated in the SharePoint, and collecting and filing of supporting documents as required.
• Overseeing the Office operations to ensure an organized and efficient work environment by monitoring inventory and supply needs for timely procurement.
• Being the point of contact with suppliers/vendors and managing contracts and service agreements while ensuring timely delivery.
• Liaising with service providers regarding contractual arrangements and payments.
• Knowledge management on the project’s online platform (SharePoint) while making sure that the physical and digital documents are all secure and accessible
• Ensuring that all guidelines and records for the project are well documented in readiness of end of project audit.
• Office management - facilitating the maintenance of Office facilities, rentals and making sure that the office environment is in good condition
• Monitoring progress of project deliverables.
• Support in event organization and other project activities.ng timesheets and concept notes to the Contracting Authority for approvals.
• Support in event organization and other project activities.
• Help with logistics for experts missions.
• Other administrative support requested by the Team Leader and Particip’s Project Manager.

Company Overview: Improving Secondary Education in Malawi Project

• Supporting project activity implementation ensuring that all activities are planned and delivered in a timely manner.
• Timely submission of timesheets to Particip and Ministry Of Education.
• Supporting in Project planning and budget development, alongside day-to-day financial management while adhering strictly to European Union EDF procedures.
• Handling advances and all liquidations, handling petty cash, banking project funds, and preparing payment vouchers and cheques, as well as issuing Malawi Revenue Authority Withholding Tax forms.
• Procuring project implementation supplies, goods, and services in compliance with EU EDF rules, including addressing issues with suppliers.
• Managing electronic files.
• Overseeing drivers and vehicles' maintenance.
• Coordinating logistics and office administration.

• Ensuring administrative services, front office management, and communications align with Save the Children policies
• Recording and disseminating staff meeting minutes promptly.
• Planning and organizing meetings and supporting project activities.
• Procuring necessary supplies.
• Handling payments for office utilities, rentals, and other amenities.
• Ensuring timely maintenance of office furniture and equipment.
• Processing visas for incoming visitors.
• Coordinating visitor schedules and providing security briefings.
• Arranging meetings with government and INGO partners, as well as stakeholders
• Supporting office inventory maintenance and conducting regular asset verifications.

• Assisting the Principal Investigator in coordinating research, teaching, and administrative tasks
• Organizing meetings, workshops, and teleconferences for project staff and collaborators.
• Managing office supplies and equipment inventory and assisting in procurement processes.
• Facilitating communication among study staff and collaborators locally and internationally.
• Coordinating staff travel itineraries and arrangements.
• Maintaining a structured filing system.
• Acting as a liaison between project sub-projects and the accounts department, handling liquidations and financial reporting.
• Monitoring budget expenditures and ensuring correct charges according to the grant.
• Managing petty cash.
• Supporting in submitting study applications to COMREC Ethics Committee.
• Assisting in translating and editing Standard Operating Procedures and clinical study forms.

• Maintaining office supplies and equipment inventory.
• Making timely purchases for office supplies as needed.
• Assisting in preparing annual budgets and funds requests to World Hope Headquarters.
• Utilizing Quickbooks for accounting tasks including cheque writing and payment processing.
• Generating accurate monthly financial reports and entering financial data while ensuring accuracy and addressing discrepancies
• Managing funds receipt and banking processes, with meticulous record-keeping.
• Conducting bank reconciliations and handling petty cash, reporting monthly expenditures.
• Providing secretarial services and organizing correspondence filing.
• Managing transportation needs, including vehicle insurance and maintenance.
• Arranging travel for WHIMAL staff and official visitors, locally and internationally.
• Updating equipment inventory and processing payroll for WHIMAL employees.
• Overseeing office and utility bill payments and managing lease agreements with the landlord.

• Coordinating program activities outlined by technical members of the Malaria Alert Centre team.
• Managing office supplies and equipment inventory, ensuring timely procurement and updating equipment inventory.
• Monitoring budget expenditures in collaboration with the College of Medicine secretariat.
• Leading coordination of hiring and renting Malaria Alert Centre premises and scheduling activities by outside organizations.
• Maintaining premises' excellent state of maintenance.
• Managing transportation needs, including insurance and maintenance.
• Arranging travel for staff and official visitors.
• Supervising drivers, guards, gardeners, and cleaners.
• Handling petty cash.
• Providing secretarial services to subordinate staff.
• Addressing staff welfare and performance and monitoring.
• Contributing to the development of the Malaria Alert Centre as a training Centre of excellence within the College of Medicine now KUHES.
• Assisting in recruitment processes.
• Performing additional duties as assigned by management.