Clinic Manager

Job Description

Internal/External Vacancy Announcement

The Center for Victims of Torture works toward a future in which torture ceases to exist and its victims have hope for a new life. We are an international nonprofit dedicated to heal survivors of torture and war trauma. We provide direct care for those who have been tortured, train partners around the world who can prevent and treat torture and war trauma, research and advocate for human rights and end the practice of torture. We are headquartered in Minnesota, USA with offices in Africa and the Middle East. 

Objective:

The Center for Victims of Torture is hiring a Clinic Manager who will oversee interdisciplinary clinical services (counseling, psychiatric care, physiotherapy and social work) at the CVT Healing Center in Shire. Services will be targeted for Tigrayan IDPs, host community members and Eritrean refugees who have survived torture or severe war trauma. The manager will ensure efficient, integrated, interdisciplinary care, and facilitate a positive and consistent client experience across the care continuum. The manager will facilitate achievement of program objectives through coordination of clinic systems, monitoring and filing systems, reporting and case management processes. 

 KEY RESPONSIBILITIES AND DUTIES 

Clinical Pathways Management (50%) 

• Oversee the planning and implementation of clinical services from initial client contact through followup assessments. 
• Support CVT’s interdisciplinary approach, ensuring services are integrated and meet consistent quality standards. 
• Support and facilitate a high-performing and cohesive team. 
• Ensure achievement of goals through regular monitoring of systems, efficiency, and productivity. 
• Coordinate workflow, resources and priorities.
• Facilitate communication across the team and between clinical and administrative systems.
• Orient, coach, mentor and develop staff members through ongoing feedback and formal performance management systems.

 Clinic Operations (40%)

• Facilitate effective and efficient clinic operations that respect the highest possible levels of quality assurance and client protection: 
• Work in partnership with Logistics/Operations, Monitoring & Evaluation and Human Resources.
• Update and further develop user-friendly policies, procedures, protocols and systems to promote operational efficiency and accountability.
• Monitor and ensure implementation. 
• Referral, Screening and Assessment Oversight: 
• Oversee proper implementation of IDP assessment and filing system, review and spot-check files. 
• Oversee client screening and referral services, ensuring they are designed to meet needs of clients at highest levels of risk.
• Ensure confidential and efficient assessment coordination between interdisciplinary departments.
• Improve referral sources for clients. 
• Reporting: Prepare monthly reports on clinic operations, including lessons learned and recommendations for improvement.
• Prepare reports on clinic and outreach activities linked to program objectives. 
• Provide feedback as requested on grant reports and proposals. 
• Operations: Primary key holder for Shire facilities; securely maintain copy of all keys for all offices, desks, filing cabinets, storage cupboards, etc.; maintain accurate records of all key holders.
• Prepare monthly and quarterly inventory lists for the Shire facilities to support efficient and timely furniture and equipment chain management, tracking, and security. 
• Prepare and submit purchase orders including invoices (and other supporting documents) to the Finance Manager; prepare cash forecast on a daily/weekly/monthly basis and submit to the Finance Manager; conduct petty cash control and reconciliation for Shire facilities on a weekly basis. 
• Arrange regular testing for safety and security devices (e.g. fire extinguishers, smoke alarms, first aid kits, fire drills); report immediately any malfunctioning equipment, locks, or doors to the Zonal Manager; maintain log of completed, pending, and future checks. 
• Support the IT Specialist in conducting regular checks of Information and Communications Technology and Equipment to ensure compliance with CVT Tigray policies, procedures and safety and security standards; report to the IT Specialist any needs, malpractice, or malfunctions 
• Supervision of Clinic Secretary/Registrar, Social Workers and Psychiatric Nurses: 
• Train, monitor and ensure quality operation of Clinic Secretary/Registrar.
• Cover for the Clinic Secretary/Registrar during scheduled breaks and leaves
• Monitor the work of Social Workers and strengthen the referral mechanisms 
• Monitor the assignments of psychiatric nurses to provide coverages in CVT’s operational locations 

Other duties (10%) 

• Assist in administrative tasks and reporting as required. 
• Represent CVT professionally and accurately to external contacts, beneficiaries, and visitors. 
• Provide coverage in attendance of coordination meetings, bilateral meetings or similar, as required. 
• Support the program’s sustainability goals. 
• Notify the Trainers of any new trend, major difficulties faced by the clients. 
• Attend management meetings, regular supervision, staff support and/or relevant coordination meetings to ensure information and skill sharing.

• Attend relevant trainings provided by CVT and other agencies as directed by the Trainers.
• Set and follow through on a personal self-care schedule to avoid burnout and vicarious traumatization. 
• Recognize and seek support when needed from Trainers and/or external resources to address concerns of secondary trauma in an expedient manner.
• Perform other duties as assigned by the Zonal Manager or Trainers in the implementation of CVT Tigray’s activities.

General conditions

• Maintain neutrality regarding any sensitive issues such as religion, ethnicity, disability, minority or political affiliation .
• Strong commitment to serve beneficiaries of CVT’s project regardless their religion, gender, minority affiliation or ethnic/political background .
• Is strictly committed to respect CVT’s confidentiality policy and refrain from using any information that s/he will know about a client outside of CVT .
• Will not approach (potential) beneficiaries for their involvement in non CVT activities without prior approval of CVT supervisor.
• Keep absolute confidentiality on all information managed. Obligated to report any information to the supervisor when the security of CVT staff and/or of CVT beneficiary might become an issue.
• This job profile can be adapted and changed according to the evolution of CVT activities. 

Terms of Employment: the contract is effective from July 1, 2023 through December 07, 2023 depending on funding availability.

Number of Individuals Recruited: One (1) 

Reports to: Psychotherapist/Trainer(s) and Zonal Manager Supervisees: Clinic Secretary/Registrar, Psychiatric Nurses and Social Workers

Job Requirement

Qualifications: 

Required education, experience, certificates, licenses or registrations

• Graduate degree in Social Work, Nursing (mental health experience required), Clinical Psychology,
• Counseling, Healthcare Administration, Physical Therapy/Physiotherapy or related field o 4 years of clinical experience 
• 4 years of clinic management and/or healthcare administration

Preferred education, experience, certificates, licenses or registrations 

• Credentialed as a Social Worker, Physiotherapist, Nurse, Psychologist, Counselor or Psychotherapist, or other related health care provider 
• 6 years of clinical experience
• Experience working with teams composed of psychotherapists, physiotherapists and social workers
•  Competencies (Knowledge, Skills and Abilities) 
• Demonstrated success in managing interdisciplinary treatment teams.
• Demonstrated success developing systems and processes that promote efficient, quality of care to clients.
• Excellent written and interpersonal communication skills.
• Fluent in Tigrinya. Fluency in English desirable.
• Cultural sensitivity awareness in working with diverse staff and client populations.  Experience implementing culturally appropriate treatment interventions for people who have suffered torture or war trauma, preferred.
• Demonstrated flexibility to adapt to changing project requirements, client needs and political climate.
• Ability to work independently and as part of a diverse team. 
• Experience liaising with representatives from other agencies.
• Experience liaising with donors, contractors, and government officials preferred.
• Demonstrated success in project management, including managing multiple and competing priorities, coordinating individuals and teams, and developing processes.
•   Ability to travel between 3-10 hours per week by vehicle to program locations.  Interest in or commitment to human rights.