Jobs at Center for International Health, Education and Biosecurity (CIHEB)

Job Summary:

The Data Monitors play a pivotal role within the Kenya Population-based HIV Impact Assessment II (KENPHIA II) Data Monitoring processes, focusing on the real-time oversight and quality assurance of data collected by the field teams via the various data systems and platforms. These positions are essential for maintaining the integrity of data through systematic review, utilizing real-time data monitoring systems, engaging in active communication with field teams through telecommunication tools (Phone, SMS, Emails, prompts) and collaborating with the survey Data and Field Teams to address and rectify data discrepancies.

Key Responsibilities:

• Data Review and Quality Control: Conduct regular reviews of data submissions from field teams for accuracy and completeness, leveraging the Activity, Information Management System (AIMS) database for immediate online observation and engaging in the data cleaning process.
• Communication: Offer guidance and technical support to field teams, especially regarding duplicate participant ID, data accuracy and completeness issues or data upload challenges. Utilize Voice-over-Internet and WhatsApp for effective communication.
• Reporting and Escalation: Generate daily progress reports for regional coordinators per team, identifying issues requiring zonal coordinator intervention. Promptly escalating incidents impacting data integrity or those with regulatory implications to the data quality lead to investigation.
• Process Optimization: Work in concert with survey management developers and the data processing manager to identify, trap, and correct system errors, enhancing the data collection and monitoring processes.
• Support to Field Teams: Employ a checklist for tracking team movements and daily activities, providing necessary feedback and technical support to ensure consistent data upload quality and integrity.

Required Skills and Qualifications:

• Bachelor’s degree in data science, Statistics, Computer Science, or a closely related field.
• Demonstrated experience in data monitoring, quality control, or similar roles.
• Exceptional analytical abilities and meticulous attention to detail.
• Superior communication skills, both written and verbal.
• Proficient in web interfaces and data analysis software.
• Capable of working both independently and within a team setting.
• Prior experience with CSPro or comparable data management tools is advantageous.
• Commitment to continuous learning and skill development in data management and quality control.

Overall Job Function:

The KENPHIA II Central Laboratory Coordinator will coordinate activities at the central laboratory and work closely with staff at the National HIV Reference Laboratory (NHRL) to conduct key survey related laboratory activities. Under the supervision of the KENPHIA II Senior Laboratory advisor, the KENPHIA II Central Laboratory Coordinator will be responsible for organizing the receiving of KENPHIA II specimens from the satellite/mobile laboratories, coordinating central laboratory testing, return of results to participants and maintenance of KenPHIA II sample repository.

Specific Responsibilities and Duties:

• Ensure specimens from the satellite/mobile labs are well received and quality checks performed.
• Ensure specimen management and storage at the central laboratory using Laboratory Data Management System (LDMS) and comparable Laboratory Information Management system (LIMS).
• Coordinate of routine serology and molecular testing at the central laboratory including but not limited to Geenius Confirmatory Assay, Lag avidity EIA, HIV TNA PCR, and Viral load on all eligible KenPHIA II specimens.
• Manage result dissemination according to KENPHIA II SOPs for both In-country and Outsourced tests
• Maintain QC processes related to KENPHIA II testing (serology and molecular testing)   as per KENPHIA II SOPs.
• Assist in resolution of HIV discrepancy results through additional testing and return of results in collaboration with the Lab Data Lead.
• Submission of prompt daily, weekly and monthly reports to KENPHIA II Senior laboratory adviser
• Collaborate with the project coordination team, Laboratory Advisor, field laboratory manager, procurement and logistics officers, satellite laboratory supervisors and field survey teams in all activities involving the KENPHIA II central laboratory.
• Ensure personnel within the central laboratory adhere to health and safety procedures in the laboratory.
• Coordinate proper disposal of central laboratory bio-hazard wastes.
• Manage KENPHIA II supplies at the Central laboratory.
• Assist in all KENPHIA II laboratory activities as required and coordinate other duties as assigned by the KENPHIA II Laboratory Advisor.
• Coordinate Preparation and distribution of Dried Tube Specimens (DTS) and other Quality Control (QC) Materials required for Laboratory personnel Proficiency Testing.

Qualifications, Knowledge, and Skills:

Required Education.

• Masters in Medical Laboratory Sciences or Biomedical sciences with 5 years’ relevant experience in molecular technologies( Polymerase chain reaction{PCR},Viral load{VL}, Early Infant Diagnosis{EID}), Serology and sample management (sample collection, reception, processing, storage, results transmission and documentation)in same field.

Required Technical Experience: 

• Minimum 5 years’ work experience in a busy molecular biology laboratory with preference to HIV viral load testing and HIV EID testing.
• Clear knowledge of laboratory Quality Management Systems (QMS) with training ISO trainings especially ISO 15189.
• Experience in carrying out clinical trials and Health surveillance studies more especially in HIV
• Excellent written and verbal communication skills with fluency in English required.
• Strong computer skills (MS Excel, Access, Word, and PowerPoint at minimum; preferred proficiency with statistical Software such as SAS and SPSS).
• Attention to detail and high accuracy.
• Ability to maintain confidentiality at all times
• Ability to lead and work with a diverse team
• Ability to work independently with minimal supervision and strong problem-solving skills.
• Flexibility to work after normal working hours and on weekends with significant travel outside of duty station.

Job Function:

Reporting to the Operations Director. The KENPHIA II Central Warehouse Logistician serves as the key individual responsible for the effective management of the central warehouse operations. This role entails overseeing the receipt and dispatch of goods, implementing efficient stock inventory monitoring and replenishment levels, and coordinating the timely distribution of equipment and supplies to KENPHIA II regional warehouses and field teams. Additionally, the incumbent will assume supervisory responsibilities over the regional logisticians to ensure seamless coordination and adherence to logistical protocols across all operational areas.

Key Responsibilities:

• Warehouse Management: Manage the day-to-day operations of the central warehouse, including receiving, storing, and dispatching goods in accordance with established procedures and standards.
• Inventory Control: Implement and maintain systems for monitoring stock levels, conducting regular stock counts, and ensuring accurate record-keeping of inventory transactions.
• Distribution Coordination: Coordinate the efficient and timely distribution of equipment, supplies, and materials to regional warehouses and field teams, taking into account logistical considerations such as transportation, storage capacity, and demand forecasts.
• Supervision and Training: Provide supervision, guidance, and training to regional logisticians to ensure consistency in operational procedures, compliance with organizational policies, and effective communication within the logistical network.
• Quality Assurance: Ensure that all goods received and dispatched meet quality standards and specifications, and address any discrepancies or issues in a timely manner.
• Reporting and Documentation: Prepare regular reports on warehouse activities, inventory status, and distribution metrics for review by management, and maintain accurate documentation of all warehouse transactions and records.
• Continuous Improvement: Identify opportunities for process optimization, cost reduction, and performance improvement within the warehouse operations, and collaborate with stakeholders to implement necessary changes.

Qualifications and Experience:

• A minimum of a BSc./Diploma/B.Pharm in Laboratory Science, Laboratory Technology, Pharmacy or a related discipline and a certificate in Logistics or Supply Chain Management .
• Hands on experience using an Enterprise Resource Planning System (ERP) or Warehouse Management System (WMS).
• Experience warehousing and distributing laboratory supplies and reagents to the last mile for non-governmental organizations and CDC/USAID funded projects.
• Experience distributing temperature sensitive commodities that need to be maintained between 2 – 8 degrees (refrigerated) Centigrade/Celsius and between -15 to -35 degrees Centigrade/Celsius.
• Minimum of five (5) years relevant work experience
• Prior experience managing laboratory logistics operations for population-based surveys will be an added advantage.
• Able to maintain high levels of confidentiality
• Ability to multi-task and work with minimal supervision
• Computer savvy and proficient in Microsoft Office applications
• Flexible, willing to travel and work in both urban and rural parts of Kenya.
• Ability to work in a team setting with minimal supervision.

Reports to: Central Warehouse Logistician

Overall Job Function:

KENPHIA II Warehouse Assistant will be responsible to execute stock management activities  (receipt, storage, and issuance to projects or other departments of medical supplies, tools,  equipment and/ or other logistics materials, according to the line manager’s instructions and  as per CIHEB Kenya standards and protocols to ensure the overall functioning of KenPHIA II activities. S/he  is a key member of the warehouse team and will assist the implementation of quality and  timely stock management activities. As part of the KenPHIA II multidisciplinary team, this position  will interact with staff from different levels and different departments.

Specific Responsibilities and Duties: 

• Receiving orders and deliveries, identifying, and reporting potential discrepancies against cargo manifest, purchase orders or others.
• Updating and/or creating stock cards for all stock items immediately after reception of
• Storing materials in accordance with the system in force to ensure continuous availability ensuring that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Monitoring the store temperature and ensuring cold chain items are stored in an adequate temperature. Keep enhanced control of sensitive goods: numbers of lots, expiry dates, packaging, and special storage conditions
• Preparing orders on time before sending goods, and packs (according to transport means) weighs and labels freight with corresponding shipping number, destination, number of shipping units, waybill number, weight, and mode of transport in accordance with the line manager’s instructions
• In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.
• Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly regarding damage, loss, attempted break-ins, or theft in the warehouse
• Assisting the line manager with preparation of the stock reports
• Process system IN/OUT transactions in google doc
• Control trucks before loading (cleanness, safety, etc.). Inform warehouse supervisor in case of nonconformity, supervising load and offload of trucks
• Ensure proper handling of equipment (e.g., pallet jack, pallets, shelves, etc.) is meeting  Inform warehouse supervisor in case of disorder
• Perform any other tasks as assigned by supervisor

Qualifications, Knowledge, and Skills: 

• Degree in Biomedical/Medical laboratory sciences, material handling management, Supply chain management and its equivalent.
• Minimum 2 years’ work experience as storekeeper is desired, especially in medical warehouse
• Medical laboratory skills is desirable.
• Working experience with donor funded projects dealing with HIV/AIDS care and  treatment is desirable.
• Working knowledge of inventory control and metrics.
• Possess the ability to work productively, efficiently & effectively with initiative and drive  under tight timescales and pressure whilst maintaining attention to detail and quality.
• Ability to work independently with strong problem-solving skills.
• Flexibility and available to work for long hours.
• Fluent in English and Swahili with good verbal and written communication skills.