Program Administrator

General summary/purpose:

Jhpiego has partnered with the Baltimore City Health Department (BCHD) to staff and train their COVID-19 Mobile Vaccine workforce. Focusing on vaccine equity, Jhpiego and the BCHD are committed to focused, culturally responsive outreach to ensure access to and acceptance of COVID-19 vaccine by all Baltimoreans through strategic implementation of mobile vaccine clinics. The COVID-19 Mobile Vaccine program engages Baltimore City community members, ambassadors, and leaders to bring culturally responsive COVID-19 vaccine to priority populations through mobile clinics while also working to address vaccine acceptance and uptake among these groups throughout Baltimore.

The Mobile Vaccine Logistics Coordinator will manage daily logistics operations for U.S. COVID-19 mobile vaccine programming in Baltimore. Under the supervision of the Mobile Vaccine Team Lead and Site Manager, and in close coordination with the Baltimore COVID-19 Response Logistics Team Lead, the Mobile Vaccine Logistics Coordinator will ensure all scheduled mobile vaccine clinics have required supplies and logistical support, including adequate staffing of non-clinical volunteers, for successful operations of the clinic. The Mobile Vaccine Logistics Coordinator will be expected to establish and maintain excellent record keeping and inventory tracking systems while ensuring vaccination sites remain stocked with essential supplies (non-vaccine) and operational. The Logistics Coordinator will report to the Mobile Vaccine Team Lead. The Mobile Vaccine Logistics Coordinator will be expected to establish and maintain excellent relationships with all program partners.

This is a temporary position funded through February 2022. Ability to work onsite/in person with COVID program staff in Baltimore, following relevant safety protocols and procedures (social distancing, mask wearing) is required.

Specific duties & responsibilities:

• Manage mobile vaccine clinic logistics, including all supplies and non-clinical volunteers and staff needed for successful implementation of mobile vaccination clinics; examples of supplies can include administrative and educational documents, clinic flyers, laptops and phones, directional signs, social distancing markers, personal protective equipment (PPE), cleaning supplies, tents, tables/chairs, swag/handouts, etc.
• Manage inventory and complete new orders for supplies and equipment as needed
• Coordinate the transportation of resources between storage spaces and mobile vaccination clinic sites
• Liaise with non-clinical volunteer groups and coordinate engagement of non-clinical volunteers at mobile vaccination sites
• Develop and maintain supply management systems and checklists to support logistics coordination and inventory tracking
• Support routine distribution, communication, and inventory tracking between all partners engaged in COVID-19 mobile vaccine clinics
• Develop and manage all on-site inventory of essential materials and infrastructure needs including clinical and non-clinical materials
• Drive the procurement process and distribution for all necessary materials
• Provide procurement plans and forecasting to Mobile Vaccine Team Lead weekly or as needed
• Ensure inventory management is maintained for all mobile vaccination sites
• Support Site Manager, Site Scheduler, and Data Analyst to ensure successful delivery and monitoring of Mobile Vaccine clinic events
• Implement management systems to improve coordination and track deliverables
• Assist with workforce capacity development as needed
• Establish and run routine operations meetings as needed
• Review and troubleshoot workplans and budgets
• Ensure reports completed and submit on time, contribute to development of reports and appropriate review process
• Support communication needs
• Support information sharing across workgroups and with other stakeholders
• Present and share information in COVID-19 team meetings as requested
• Communicate clearly about supplies available by site, work with CHWs and VALUE Communities Ambassadors to make sure required supplies are available and accessible at different sites
• Ensure teams are complying with program management requirements, standard operating procedures, and quality assurance checklists
• Ensure knowledge management is maintained for all projects and across all workgroups
• Ensure compliance with Jhpiego and Baltimore City policies and regulations
• Support Mobile Vaccine Team Lead to conduct additional duties as assigned

Minimum qualifications (mandatory):

• BA or equivalent with 2+ years’ logistics management, inventory tracking or related experience
• Experience with logistics coordination in a clinical setting preferred
• Ability to work onsite/in person with COVID program staff in Baltimore, following relevant safety protocols and procedures (social distancing, mask wearing)
• Experience working in community health or immunization, COVID-19 response preferred
• Highly detail orientated, proactive, comfortable working under pressure and with minimal oversight
• Ability to solve practical problems and make decisions
• Strong understanding of Baltimore City communities and experience working with diverse populations
• Excellent coordination skills, ability to work with and sustain interpersonal and professional relationships with multiple stakeholders
• Highly motivated; good team player
• Ability to work in a complex environment with multiple tasks and short deadlines
• Willing to work flexible hours including evenings and weekends as needed
• Excellent oral, written, and organizational skills
• Proficiency in Microsoft Office, including Word, Excel, PPT, and other organizational tools
• Proficient Spanish skills preferred