Administrator MQCSD

CARIBBEAN PUBLIC HEALTH AGENCY (CARPHA)

JOB DESCRIPTION PART A 1 Job Information Type of Contract: CORE Associate Consultant Title : Administrator Department: Medicines Quality Control and Surveillance Department (MQCSD) Category Grade: P1 Duty Station: Jamaica Date Prepared: October 13, 2026 First Level Supervision Head MQCSD Second Level Supervision Assistant - Director Surveillance Disease Prevention and Control (SDPC) Objective/Overview of the Programme

CARPHA’s mission is to provide strategic direction, in analysing, defining and responding to public health priorities of Member States, in order to prevent disease, promote health and to respond to public health emergencies. To support solidarity in health, as one of the principal pillars of functional cooperation, in the Caribbean Community. 3 Organizational Context / Job purpose: (Job summary - a concise statement of the role’s overall purpose and how it contributes to CARPHA’s mandate, strategic objectives, and service delivery, the role of the individual within the team e.g. team member, specialist, advisor, facilitator, coordinator/manager, representative, expert, authority in the field, etc.) available guidelines and degree of independence, nature and purpose of contact within and outside the Organization.

The Administrator serves as the Jamaica Campus focal point for corporate services and manages the daily delivery and coordination of finance, human resources, procurement, facilities, administrative and inventory functions for the MQCSD. The incumbent ensures that these functions are carried out in accordance with CARPHA policies, procedures and delegated authorities, maintains appropriate records and controls, and provides regular reports and information to the Head of MQCSD and the relevant Corporate Services functions. The role supports the uninterrupted operation of the laboratory and campus and enables technical staff to deliver CARPHA's strategic objective to strengthen health and regulatory systems for access to safe, quality assured medicines. 4 Key of Responsibilities (Main responsibilities. Use action verbs (e.g., Leads, Manages, Coordinates, Develops, Implements). Focus on results and outputs rather than tasks. Provide administrative services to the MQCSD including proper maintenance of all administrative, personnel and finance records.

1. Finance
   • Manage daily finance and accounting processes for the MQCSD as a Department and CARPHA Jamaica Campus, ensuring that transactions are processed promptly, supported by complete documentation, recorded accurately in QuickBooks and Unit4, and handled in accordance with CARPHA's Financial Procedures. Liaise regularly with CARPHA Finance and provide monthly financial information and records required for central review and oversight.
   • Manage local accounts payable and payment processing for Jamaica campus, including but not limited to utilities, suppliers, service contractors, payroll, taxes, insurance, other payments as requested by CARPHA Finance. Submit documentation to Head of Department for payment approval in local bank.
   • Manage petty cash, prepare monthly bank reconciliations for the United States Dollars (USD) and Jamaican Dollar (JMD) bank accounts and submit to CARPHA Finance for independent review and approval, in keeping with CARPHA's Financial Procedures and segregation-of-duties requirements.
   • Prepare and process Employers' Monthly Statutory Deductions (SO1) and Employers' Annual Return (SO2) forms to Tax Administration of Jamaica, in accordance with Jamaica’s tax regulations.
   • Facilitate and provide complete records for annual CARPHA audits, periodic CARPHA Finance reviews (remote or on-site), and reviews or inspections requested by Jamaica's Tax Administration Agency or other authorised bodies.
   • Prepare monthly expenditure, financial monitoring reports and quarterly budget updates, including explanations of material variances, for review by the Head of Department and submission to CARPHA Finance within established deadlines.
2. Facilities Management
   • Manage building maintenance and facilities activities and annual service contracts for campus and laboratory operations, including but not limited to air conditioning service, pest control and as assigned any other required activities to ensure appropriate secure operations as per laboratory and facility standard operating procedures. Liaise/ update Head of Department and CARPHA Facilities Manager.
   • Provide support and/ or liaise as requested for building and laboratory safety maintenance contracts and activities including annual fire safety inspections by the Jamaica Fire Brigade, inspections and servicing of fire safety equipment and fire alarm. Liaise/ update Head of Department and CARPHA Facilities Manager.
   • Maintain accurate inventories and asset records for office supplies, office equipment, laboratory equipment, laboratory furniture and other assigned assets as required by CARPHA Facilities Procedures and submit records to Head of Department and CARPHA Facilities Manager; coordinate periodic physical verification of assets; and liaise with CARPHA Facilities Manager and other relevant units to ensure appropriate insurance coverage and renewal for instruments and equipment.
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• Coordinate and ensure the appropriate disposal of assets as identified, in accordance with CARPHA Facilities Procedures.

1. Administration
   • Supervise and provide oversight for the Office Attendant, ensuring completion of duties as per standard operating procedures and maintenance of kitchen supplies.
   • Maintain appropriate and easily retrievable administrative, personnel and finance records as per CARPHA Procedures.
   • Coordinate renewal of Tax Compliance Certificate as required by Tax Administration of Jamaica for CARPHA office and business operations in Jamaica.
   • Coordinate assigned internal and external communications including notice advisories, drafting correspondence, perform receptionist duties for the office.
   • Coordinates logistics and provide support for meetings and workshops (virtual or in-person) for MQCSD or as requested, support other Departments holding these activities in Jamaica.
   • Participate as the MQCSD representative in CARPHA Administrative Team meetings and any other meetings as assigned.
   • Provide reports at the request of Head of Department (verbal in meetings or written) on all activities.
   • Coordinate with the local Information Technology (IT) contractor to action IT activities and needs of the MQCSD as directed by CARPHA IT.
   • Coordinate and support duty travel arrangements in accordance with the CARPHA Duty Travel Guidelines, including preparation of documentation and other logistics for MQCSD officers, liaising with CARPHA Logistics; as requested supporting official visits/ CARPHA officers coming to Jamaica.
   • Prepare and submit customs duty waiver applications to Ministry of Foreign Affairs and Foreign Trade, submit approved applications and other required documentation to customs broker for clearance of international shipments from Jamaica Customs.
   • Provide administrative support for campus or laboratory activities as assigned including but not limited to, arranging bearer duties, liaising with suppliers for laundry cleaning of laboratory coats or waste disposal, assisting with importation permit applications.
   • Comply with MQCSD accredited laboratory quality management system and review or revise applicable MQCSD quality management system procedures as assigned.
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2. Procurement
   • Manage procurement activities for office supplies, cleaning supplies, computer equipment, furniture and other items in accordance with CARPHA Procurement Procedures, including applicable quotation requirements, approval thresholds, purchase documentation, vendor records and audit trails. Liaise with Head of Department and CARPHA Procurement on higher-value, specialised or non-routine procurements.
   • Provide support for laboratory procurement as assigned including submission of quotations prepared by technical staff to suppliers, follow-up with suppliers, submission of purchase documentation in accordance with CARPHA Procurement Procedures.
3. Human Resources (HR)
   • Serve as the Jamaica Campus HR focal point and support CARPHA HR in coordinating recruitment advertisements, onboarding and separation processes, entry and exit medicals, orientation, staff benefits and insurance, supporting staff development activities, attendance/leave and other required local HR records.
   • Provide guidance based on CARPHA Staff Rules and HR policies, while referring policy interpretation, employee relations and other sensitive or non-routine HR matters to CARPHA HR, maintaining confidentiality of personnel information at all times.
   • Submit staff performance evaluation records on behalf of Head of Department and ensure records are maintained.
   • Performs other related duties as required or instructed, including providing administrative support to other areas of work and departments or teams as assigned.

5 Expected Outputs: (Define tangible and measurable deliverables linked to CARPHA’s goals, e.g.: technical reports, policy briefs, laboratory analyses, training sessions, improved service delivery outcomes, compliance with quality standards (ISO, WHO/PAHO, CARICOM), and capacity-building contributions.)

Finance

• Accurate and timely processing of financial activities and maintenance of records, which strengthens financial accountability, maintains compliance with institutional and regulatory requirements, and supports uninterrupted operations.

Facilities

• Maintain functional, and cost-effective work environment by managing building maintenance, annual service contracts, and maintaining records, thereby enhancing staff productivity and supporting functions as laboratory and campus.
• Optimize resource use and protect CARPHAs assets by effectively managing inventories of supplies and equipment, keeping insurance coverage up to date and coordinating the appropriate disposal of assets.

Administration

• Smooth department and campus operations by timely and accurate performance of administrative responsibilities reducing delays and meeting standard operating procedures standards.
• Enhance organizational transparency and professionalism by delivering timely, accurate communication, correspondence, and notice distribution.
• Support staff mobility and operational readiness by coordinating travel logistics, transportation, and related documentation.
• Smooth daily service delivery and workplace order through effective supervision of the Office Attendant. Procurement
• Timely and cost-effective availability of office and laboratory resources by managing transparent and efficient procurement processes for supplies and equipment.

Human Resources (Support Role)

• Strengthen and support workforce management and staff well-being and coordinating staff benefits, ensuring compliance with CARPHA Staff rules and HR policies.
• Compliance with laboratory, quality and safety standards.

7 Technical Expertise (List and describe, in order of priority, the abilities required to perform the job, include technical, managerial and soft skills required.)

• Soft skills: Adaptability, Diplomacy, Organizational Skills, Attention to detail, Quick Problem Solving.
• Ability to effectively promote and articulate the Agency’s role, function, programmes and initiatives in regional and international circles through the consistent application of communication policies and strategies.
• Skills in supervisory management.
• Ability to write/originate correspondence and reports.
• Ability to manage administrative and finance processes.
• Ability to work well with persons of all nationalities and orientations.
• Ability to work at a high level of accuracy with attention to detail.
• Ability to work as a team member and under pressure.
• Ability to exercise discretion and tact at all times. Education (Qualifications)

Essential:

Bachelor's degree in Business Administration, Management, Accounting, Finance, Human Resource Management, Social Sciences or a related field, with demonstrated training or experience in finance and office administration.

Desirable:

• Supervisory Management Certification would be an asset
• Government of Jamaica (GOJ) Income Tax Regulations

PART B KEY BEHAVIOURAL COMPETENCIES List and describe essential competencies to perform the job 6 COMPETENCY DESCRIPTION Leadership & Management Demonstrates the ability to guide, motivate, and empower others to achieve high performance while modelling CARPHA’s values. Encourages continuous learning, provides constructive feedback, and supports the growth and development of self and others. Fosters an inclusive, accountable, and results-oriented environment that enables teams to excel. Communication and Collaboration Communicates clearly, respectfully, and professionally with cultural sensitivity to support effective information sharing across teams, departments, and Member States; tailors’ messages to different audiences. Works cooperatively across departments, campuses, and Member States; values diverse perspectives; builds relationships that support shared goals. Results Orientation and Accountability Delivers expected outputs on time and to established department standards; takes ownership of tasks; follows through on commitments. Problem Solving and Analytical Thinking Uses evidence, sound judgment, and innovative approaches to identify and resolve challenges. Customer Focus and Service Excellence Shows commitment to understanding and responding to the needs of Member States and stakeholders. Provides timely, professional, and courteous support while upholding CARPHA’s service standards. Proactively seeks opportunities to improve service quality and strengthen stakeholder trust. Integrity and Professional Ethics Acts with honesty, transparency, and fairness, ensuring confidentiality and trust in the organisation. Adaptability and Resilience Responds positively to change, ambiguity, and crisis conditions; remains productive under pressure.

Experience

Minimum of five (5) years' relevant experience in administration, finance, corporate services or a related area, including at least three (3) years with responsibility for coordinating multiple administrative functions. Experience in an international, regional or public-sector organisation and experience supervising support staff would be assets. Languages

Excellent command of English (oral and written). Working knowledge of Spanish and/or French will be an asset. IT Skills

Essential:

• Demonstrated computer literacy, including proficiency in Adobe and Microsoft Applications e.g. Word, Excel, PowerPoint.
• Demonstrated ability to use accounting and Enterprise Resource Planning (ERP) systems, such as QuickBooks and Unit4, together with spreadsheet tools for financial monitoring, reconciliation and reporting. Desirable:
• Demonstrated ability to use web-conferencing and collaboration platforms such as Zoom, Microsoft Teams or equivalent. Scope and Complexity

The role integrates financial, procurement, facilities, administrative, and HR functions to ensure seamless operations. Accuracy and timeliness are critical to avoid disruptions. The position requires sound judgment and technical expertise, including proficiency in financial software, ERP systems, and regulatory compliance. It also requires managing diverse, interdependent tasks with minimal supervision. Operating with a high degree of independence, the role partners with internal teams and service providers. This ensures compliance, safeguards resources, and maintains operational efficiency. Overall, it underpins service delivery, enabling program and technical teams to achieve organizational objectives. Functional Relationships

Internal: The role works closely with the Head of the MQCSD department and its staff. In addition, the job holder will interact with other CARPHA Departments such as Corporate Services - Finance, HR, Procurement, Facilities, IT, Logistics and the CARPHA Administrative Team

External: Frequent contact with service providers, suppliers, visitors or delivery persons to office. Occasional contact with CARPHA member states as requested to disseminate correspondence. Authority (Specify the areas where the jobholder has decision-making authority and where higher approval is required.)

The job holder has the autonomy to organize duties and execute daily administrative activities for campus and department operations. Provides advice and makes recommendations on administrative policies and processes for the Department. The job holder has the autonomy to authorize petty cash for minor expenses, approve office attendant leave requests and requests for office and cleaning supplies. The Head of Department must provide final review and approval of procurement. Higher-level approval from Head of Department is required for major administrative decisions, changes in standard operating procedures, and larger expenses, such as the purchase of computer equipment, furniture, or facilities work. Accountability

The role is accountable for efficient, transparent, and compliant use of financial, human and material resources, directly affecting the operational continuity of MQCSD as a department and CARPHA campus and the ability of technical team to deliver high-quality service. Errors and non-compliance with procedures such as those for cleaning, procurement or building maintenance will affect validity of laboratory test results and MQCSD Certificates of Analysis. 16 Working Conditions (Describe whether the job is office-based, requires travel, fieldwork, or exposure to health and safety risks)

This role is primarily office-based, some responsibilities for finance, procurement, and administration may be done remotely. It does not require regular travel, fieldwork, or laboratory activities. Rare exposure to laboratory health and safety risks (laboratory chemicals and reagents, cleaning agents) due to passage of laboratory staff past desk area.

Problem Solving Requirements

The role addresses a range of routine and non-routine operational issues across Finance, HR, Procurement, Facilities and Administration. The job holder is expected to interpret and apply established MQCSD and CARPHA policies and procedures, exercise sound judgement, identify control or compliance risks, prioritise competing operational demands and resolve issues within delegated authority. Exceptions, high-risk matters, policy interpretation issues and matters outside delegated authority are escalated promptly to the Head of Department and/or the relevant CARPHA Corporate Services function. Communication & Influence (Indicate the level of interaction, stakeholder engagement, advocacy, and representation at regional/international levels.)

Internal: Required to communicate clearly and professionally with internal stakeholders such as Heads of Departments, laboratory staff, laboratory assistant, office attendant of MQCSD.

External: Advocates for administrative and operational needs of the MQCSD and Jamaica Campus by presenting issues and resource requirements to relevant internal units and management. Occasional contact with CARPHA member states as requested to disseminate correspondence.

Influence lies in ensuring the delivery of clear, timely, and accurate administrative work within CARPHA and with external stakeholders and ensuring safe, reliable, and prepared office and work environment for MQCSD. 19 Key Performance Indicators (KPIs) (Specify the metrics used to measure the role’s success (timeliness, quality, efficiency, impact, compliance)

• Monthly financial reports, bank reconciliations submitted accurately and within established CARPHA deadlines with complete and readily retrievable finance files.
• Statutory deductions, returns, tax compliance requirements and other mandatory local filings completed accurately and by the required deadlines.
• Procurement actions compliant with CARPHA procedures, approval thresholds and documentation requirements, with complete and readily retrievable procurement files.
• HR, personnel and administrative records maintained accurately, securely and confidentially, with timely completion of onboarding, benefits, performance and separation support activities.
• Service contracts, inventories and asset records, insurance requirements and maintenance actions kept current, with operational issues escalated and resolved in a timely manner.
• Audit, finance-review or compliance issues addressed within agreed timelines, with no recurring material findings attributable to avoidable administrative or control weaknesses. 20 Supervision & Leadership (Describe the number and type of staff supervised, guidance provided, and leadership responsibilities.) The Administrator provides direct supervision to the Office Attendant assigned to MQCSD, ensuring that office and laboratory support functions are carried out efficiently and in accordance with established MQCSD and CARPHA procedures. The role involves assigning and monitoring tasks, offering guidance and feedback, supporting performance appraisal processes, and providing coaching to strengthen work effectiveness. By organizing and prioritizing daily schedules, the Administrator ensures departmental needs are met, while fostering professionalism, teamwork, and accountability to support the smooth functioning of the Department. 21 Validation/ Approvals First Level Supervisor: Signature:

Date:

October 14, 2026

Second Level Supervisor: Signature: Date:

14/10/2026

Executive Director: Signature: Date:

15 October 2026