Ms. Evelyne Mahalu

Head of Department

Description

Functions of public relations .

The department deals with ensuring there is good relationship between the organization [Hospital] and out of the organization, Maintaining  Good image of the firm in the outside world.

Functions of public relations:

• Maintaining good business relationship with other partnering firms
• Deals with collection of information from different departments
• Communicating with the media.
• Preparing different publications i.e. newsletter, brochure, flier e.t .c
• Responds to patients complain by addressing the matter to the administration & DNS Office.
• Collecting feedback from the patients and staff through suggestion box and feedback forms collected daily together with Social Welfare Office.

Establishment.

The department was established in Sep, 1, 2014.

Importance of public relations to the hospital.

• It creates, maintain and protect the organization’s reputation, enhance its prestige and present a favorable image.
• It also creates good will for the organization i.e. It involves functions like employee’s relations, stock holder and relations with many other publics whom the organization interacts, affects or is affected by..
• Public relations also has an educational component that help an organization achieve its goals.i.e. Educate certain publics about many things relevant to the organization as well as misconceptions and prejudices..
• Educates the public about different health problems through News paper, TV and Radio health programs.
• Advertising events, and also creating awareness concerning screening, tests that take place within and outside BMC..
• Increasing awareness on the procedures to follow when the patient is at BMC through internal Tv’s..
• Advertisng the organization through publications i.e Brochure.

INTERNATIONAL RELATIONS DEPARTMENT (IRD)

• Deals with communicating with Medical students for their Medical Elective (Including Visa Application & Institution regulations, Application & Accommodation) through Email. )
• Missions (Introducing the team to the Immigration Office)
• Coordinating SALZBURG MEDICAL SEMINARS of the OPEN MEDICAL INSTITUTE (OMI) a program of the AMERICAN AUSTRALIAN FOUNDATION (AAF) acting as a Coordinator in Tanzania through website: www.aaf-online.org
• VVF Project (Project Coordinator)
• Taking care of foreign visitors.

Fr. Cornellius Ntungweri

Head of unit

Description

Main duties

• Interpretation of laws and other legal technicalities
• Taking charge of all documents and correspondences of already assigned cases
• Dealing with all legal routine correspondences addressed to the hospital.
• Drafting prescribed legal documents and forms.
• Procures, maintains law books, Acts,Government Notices and other publications.
• Provides legal opinion as may be needed by the hospital from time to time.
• Provide legal advice to the management.

Peter G. Lukumay

Internal Auditor

Description

What does  Internal Auditors do?

Internal Audit is a multidimensional discipline that spans over all sectors that has evolved to a key position within organizations. The internal auditor is often described as the organization’s critical friend – the independent advisor who can challenge current practice, champion best practice and be a catalyst for improvement with the objective of ensuring that the organization as a whole can achieve its strategic objectives. As advisor to management, Internal Auditors acts as the right hand of the Board of Trustees through the Audit Committee by giving assurance on the organizations ability to meet objective, its governance, risks and controls. Internal Auditors often have input into strategic planning, market analysis, compliance, change management and the use of information technology.

The department is headed by Chief Internal Auditor. We have a professional duty to provide unbiased and objective view. We must be independent from the operations we evaluate and report to the highest level in an organization; senior managers and governors. Typically this is the board of directors or board of trustees, the accounting officer or the audit committee.

Roles of Internal Audit

• Evaluating controls and advising managers at all levels
• Evaluating risks
• Analyzing operations and confirming information

Sr.Mary Jesca Christopher

Head Unit

Description

Procurement and supplies Department deals with the procurement and supplies activities at Bugando Medical Centre that fall under the procurement circle from the recognition of needed to facilitate payment.

This department manages the selection acquisition, receiving and facilitate payment of goods and services needed to run all activities.

Procurement and supplies Department is crucial to Bugando Medical Centre as an organization in obtaining quality goods and services and competitive prices in order to get a reasonable and fair price while ensuring goods are available.

Services provided by procurement Department

• Receive needs from users and stores
• Create list of suppliers whereby needs will be sent for quotation.
• Prepare tender documents depending on the nature of goods/services to be procured.
• Select a suppliers and negotiate related terms.
• Create a purchase order and purchase according to the needs.
• Receive the goods/services by inspect them according to the needs and specifications given during the order, where by quality, quantity and price are considered.
• Storage of goods received in different stores according to their nature and categories and issuing goods to users.
• Maintain inventory control and inventory records.
• Dispatch are related procurement document to accounts to accounts department for payment to suppliers.

Importance of procurement of supplies Department

• The procurement and supplies department is the department that facilitate the operations of all departments at Bugando Medical Centre by ensuring that all goods and services are properly available so that services can proceed efficiently and successfully.
• Maintain value for money when procuring goods/services at fair and reasonable price.
• Conduct procurement by following public procurement Act and regulations

Prof. Samuel E. Kalluvya

Head Of Unit

Description

A Unit was established in 2021 in accordance with Bugando Medical Centre (BMC) strategical plan to Promote Research activities, consultancy services and data management and utilization for informed decision making. The key responsibilities of the Unit include planning, resource organization, monitoring, implementation, and coordination of research activities and consultancy services as per international standards guideline.

Role of the R&C Unit
1. Develop and sustain the research capacity of the hospital.
2. Co-ordinate and harmonize research activities going on in the various directorates of the hospital
3. Ensure that the Hospital engages in research activities shall be of benefit to patients, researchers, and the scientific community.
4. Ensure provision of evidence-based knowledge that will contribute to the improvement of clinical and non-clinical services in BMC.
5. Ensure that research that is carried out in the hospital is under this governance document, relevant Ministry of Health regulations, and has received ethical clearance.
6. Facilitate the identification and conduct of relevant clinical and non-clinical research and promote the development and testing of new products/tools for use in the hospital.
7. Explore alternatives to current management practices in the hospital by drawing attention to the knowledge that will generalize to the Health Delivery Service in BMC as a whole.
8. Conduct and promote critical review of publications and other information from reliable sources for use by BMC to improve management practice and /or service delivery.
9. Promote and enhance the use of health research results for planning, policy, and decision-making.
10. Promote the dissemination of research findings, including publication of scientific literature by BMC staff.
11. Attract research partnership to BMC, collaborate with external researchers, and improve BMC'S R&C national/international linkages including Publications of scientific literature by BMC staff.

Partners and Funding
Collaborations with development partners are essential in enabling research and researchers to achieve their goals and objectives. BMC has formed strong collaborations and partnerships with local and international agencies such as Tanzania Ministry of Health, Catholic University of Health and Allied Science, Tanzania National Institute for Medical Research, Duke University, Weill Cornell Medical College, and Wurzburg University. With these partnerships, BMC has mobilized funds and technical assistance to carry out research, train researchers and PhDs, and network within the research world.

Peter Matyoko

Head of Project Unit

Description

 Bugando Project Manager is responsible for coordinating and overseeing project management activities, both internally and externally. This includes managing resources and vendors to ensure projects are executed flawlessly. The PM also handles administrative tasks related to projects, such as communicating with clients, partners, vendors, and donors, scheduling appointments, conducting site visits, and preparing reports. The PM excels in project planning and working with project teams, with the ultimate goal of delivering projects on time, within scope, and within budget.

The Bugando Projects unit comprises four specialized units: business and marketing, fundraising, community outreach, and finance management (accounting). Each unit is headed by a person responsible for specific duties and responsibilities. The Bugando Projects Manager is the overall leader of this office, overseeing all activities across these units.

Duties and Responsibilities:

1. Manage multiple projects within BMC.
2. Plan, budget, monitor, and report on projects using various methodologies.
3. Oversee activities in business, marketing, fundraising, community outreach, and finance units.
4. Ensure successful project implementation within set timeframes and budgets.
5. Identify and pursue new project opportunities as well as innovation.
6. Maintain strong relationships with clients, stakeholders, and donors.
7. Ensure projects are delivered on time, within scope, and within budget.
8. Assist in defining project scope and objectives.
9. Develop detailed project plans to monitor progress.
10. Manage changes to project scope, schedule, and costs.
11. Coordinate resources and vendors for project execution.
12. Perform risk management to minimize project risks.
13. Ensure resource availability and allocation.
14. Meet with clients to clarify project requirements.
15. Track project performance and document goal completion.
16. Meet budgetary objectives and adjust project constraints.
17. Develop comprehensive project plans, mentor staff, and attend necessary conferences and training for proficiency.

Planning

• Preforming needs assessment and come with innovate projects.
• Helping Departments implement the Hospital strategic plan in becoming super specialized.
• Review client specifications for compliance with capabilities, offering production alternatives when needed.
• Create and maintain project scope documents for complex individual projects.
• Keep schedules updated with actual task completion dates through status sheets.
• Conduct meetings with vendors, donors, stakeholders, and management.
• Ensure meeting minutes are available for follow-up at all managerial levels as required.
• Confirm regulatory requirements and processes for all projects, including regulator review cycles.
• Develop and maintain records and files for efficient operations and support in planning.

Procedures

• Adhere to standard practices and reporting models while continuously seeking improvements.
• Develop project scopes for complex individual projects.
• Implement and refine procedures as necessary.

Administration

• Report and escalate project issues to management.
• Delegate project tasks to the project team based on strengths and experience.
• Evaluate project staff performance.
• Coordinate and conduct weekly team meetings for project staff.
• Manage other project administration tasks.

Faustine K. Makonda

Personal Assistant to the Director General

Description

DUTIES AND RESPONSIBILITIES 

• High degree of staff diesoline, morale and productivity within the Director General office

 • Clear, accurate and timely information from the Director General office disseminated to the rest of the Buganda Medical Centre community.

 • Regular follow up action to be taken by others to ensure decisions of management are carried out

 • Prompt production and circulation of  meetings minutes organized by the Directors General 

• Provision to the Director General up to date and accurate information on specific issue on which such information is required

 • Well prepared speeches, internal circulars and memos.

 ADMINISTRATION FUNCTION

1. Manage and coordinate the flow of information’s into and out of the office and ensure the efficient and timely response to the correspondence

 2. Reviews incoming correspondence and draft suitable replies in correspondence with established guidelines and criteria.

3. Draws to attention of Director General urgent matters which require personal attention 

4. Ensures that all out going correspondence is typed expeditiously and accurately, checks and proof read reports and other documents before dispatch. 

5. Ensure that Director General Distribution list is maintained up to date and manages, the distribution of outgoing mail, memorandum, reports, etc. 

6. Ensure efficiently and confidentiality of filling system through the checking and monitoring of secretarial and administrative staff. 

7. Priories administrative and secretarial work and checks to monitor working progress to ensure that it’s completed in time. 

8. Checks to ensure that administrative arrangement for meetings, travel, etc. have been completed. 

B. PROFFESIONAL SUPPORTS 

1. Research and investigates issues as directed and prepares draft report and recommendation. 

2. Collates and tabulates information and carries out technical and professional analysis with conclusion and recommendations. 

3. Draft speeches, policy position and option papers as directed 

4. Attend meetings as required and ensure that accurate minutes are prepared and distributed 

5. Attend meetings as delegated and prepares reports on proceeding for Directors General.

 6. Answers correspondence and inquires on behalf of Director General

 7. Undertake such other duties as directed by Supervisor.

Duties and Responsibilities:

Staff Morale and Productivity: Maintain a high degree of staff morale and productivity within the Director General's office. This likely involves creating a positive and efficient working environment.

Information Dissemination: Ensure clear, accurate, and timely information from the Director General's office is shared with the Buganda Medical Centre community. This implies efficient communication and dissemination of important information.

Follow-Up: Regularly follow up on actions to be taken by others to ensure that decisions made by management are effectively carried out. This involves accountability and tracking of progress on tasks.

Meeting Minutes: Promptly produce and circulate minutes of meetings organized by the Director General. This helps in documenting discussions, decisions, and action items from meetings.

Information Support: Provide the Director General with up-to-date and accurate information on specific issues when required. This likely involves research and information gathering.

Document Preparation: Prepare well-structured speeches, internal circulars, and memos. This is important for effective communication within the organization.

Administration Function:

Information Management: Manage and coordinate the flow of information into and out of the office. Ensure timely responses to correspondence.

Correspondence Handling: Review incoming correspondence and draft appropriate replies according to established guidelines and criteria.

Urgent Matters: Identify urgent matters that require the personal attention of the Director General and bring them to their notice.

Document Quality: Ensure that outgoing correspondence is typed accurately, and check and proofread reports and documents before dispatch.

Mail Distribution: Maintain and manage the Director General's distribution list, overseeing the distribution of outgoing mail, memoranda, and reports.

Filing System: Ensure the efficiency and confidentiality of the filing system by monitoring the work of secretarial and administrative staff.

Prioritization: Prioritize administrative and secretarial work and monitor work progress to ensure timely completion.

Administrative Arrangements: Make sure that administrative arrangements for meetings, travel, and other activities are well-organized and completed.

Professional Support:

Research: Research and investigate issues as directed and prepare draft reports and recommendations. This involves conducting research and providing informed insights.

Data Analysis: Collate and tabulate information, and carry out technical and professional analysis with conclusions and recommendations.

Content Creation: Draft speeches, policy positions, and option papers as directed. This likely requires the ability to craft persuasive and informative documents.

Meeting Participation: Attend meetings as required and ensure that accurate minutes are prepared and distributed. This includes active participation in meetings and effective note-taking.

Reporting: Attend meetings as delegated and prepare reports on proceedings for the Director General. This is about summarizing discussions and outcomes for the Director General's reference.

Correspondence Handling: Answer correspondence and inquiries on behalf of the Director General, ensuring efficient communication.

Ad-Hoc Duties: Undertake other duties as directed by a supervisor. This implies flexibility and adaptability in carrying out tasks as needed.

Overall, this role plays a crucial part in supporting the Director General, facilitating efficient communication, and ensuring the smooth operation of the office. It also involves elements of research, analysis, and document preparation to aid decision-making and communication within the organization.

Rev. Fr. Christopher Matunda Dinho

Hospital Chaplain

Description

Hospital Chaplain is incharge of the Chaplaincy and works together with Rev. Fr. Alois Highlife Temu.
Hospital chaplain is a clergy who provides spiritual care (administration  and celebration of Sacraments) for individuals in a non-religious organization like the hospital, university etc.

In our settings the chaplain is responsible for the religious and spiritual well being of the community (BMC/CUHAS) - Students, patients and all workers,
promoting an environment that welcomes all despite their faith.

The chaplain provides Pastoral care, personal counseling, and consultation. He works primarily with patients and students, but also provides support to all members of BMC/CUHAS community.

Dr. Samson Kichiba

Town Clinic Manager

Description

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