Description
Scope of work
The Administrative Officer under the guidance of the State Project Manager will provide general Administrative and logistics support to the Program office and ensure efficient use, functioning and management of the office in line with MC policies. This will include to have an updated data bank of consultants, vendors and stakeholders. The officer will ensure an effective maintenance system of all office equipment, including generator, photocopiers, computers and its networks, printers and other office assets.
Key working relationships
The job holder will support the SMC state project office and will reports to the State Project Manager. S/He will work together with the state team and country office staff in planning, budget, scheduling and coordination of project activities. He will also liaise with relevant country office staff to ensure resources for scheduled activities are available on time and to required standard, this will include quantification of printed materials ensure logistics are put in place.
Key accountabilities
Office Administration (35%):
Provide and oversee the day to day administration of the office with support from staff
Provide support to the team by overseeing the management and maintenance of the office assets, utilities, office equipment, consumables and supplies;
Responsible for recording and updating of office assets in the asset register;
Provide monthly reports on state activities as it relates to the admin, procurement and logistics to the office manager at the country office;
Oversee the setting up of a filing system for the office, ensuring ease of storage and retrieval of documents.
Responsible for the effective maintenance of all IT equipment and computer in the office
Procurement & Logistics (35%):
Oversee all logistic arrangements including maintaining an updated record of events, travel itineraries of staff and short-term consultants (as applicable) to ensure proper delivery and satisfaction of service to the project;
Responsible for procurements of assets to the state offices in line with MC procurement policies as well as vendor management and other service providers contracting (including security and IT);
Will ensure updated records and valid documentation all of vendors. And other service providers and consultants are registered on NAV;
Responsible for negotiations with hotels, travel and transport services and oversee general logistics for field/state activities;
Liaises with Country Office on administrative and logistics difficulties and other office maintenance issues;
Provide support to the office driver, by providing supervision, coaching and mentoring in developing vehicle movement plan, implementation and review;
The officer will check the vehicle log sheet and driver’s time sheet and sign off on them monthly;
Programme Activities (30%):
Support the coordination of internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements;
Support the compilation of participants list (i.e. CHWs, health facility staff, team supervisors, ward supervisors, state, and LGA supervisors), during MDA and other project events
Responsible for contracting short term consultants in state office in close communication with the HR manager at the country office and in line with the procurement policy;
Coordinate the administration and logistics of the programme office on all field related activities in the state;
In line with the programme budget and working closely with the finance officer, ensure value for money of all procurements for programme activities carried out in the state;
Qualifications and experience:
Essential
Bachelor Degree in Administration, Social Sciences, Project Management or similar
A minimum of 3-years’ experience in a related role
Previous experience within the INGO sector and in a related role
Person resident in and working experience in the State of Assignment
An in-depth experience in similar positions/assignment
Ability to work independently in an organized manner but within an integrated team
Work-based skills and competencies:
Essential
Highly numerate and analytical
Ability to work on own initiative and as part of a team
Ability to work with little or no supervision
Strong Microsoft office suite skill
Superior attention to detail
Excellent communication skills
Budget development, work-plan Implementation and Expense reporting
Desirable
Demonstrable passion for Malaria Consortium’s mission; a strategic manager with integrity and a desire to work in a dynamic environment
Strong analytical skills and experience interpreting a strategic vision into an operational model
Proven writing skills in English
Ability to work effectively in a culturally sensitive setting
A collaborative and flexible style, with a strong service mentality
Excellent computer skills in MS Word and Excel
Knowledge of use of database tools will be an added advantage
Skill in MS Access will be an added advantage
Proven team-building and representational skills
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