Field Administration Officer at Malaria Consortium

Department: Operations
Length of contract: 2 years
Role Type: National
Grade: 5
Travel involved: In-country
Child safeguarding level: Non focal person 
Reporting to: Zonal Project Manager
Direct reports: Drivers and Security Guards
Indirect reports: None

Job purpose

• To provide administrative, personnel and logistics support in the project offices in the zone.

Scope of work

• The Field Administration officer will be actively responsible for maintaining an effective and efficient workflow of the office through enforcing administrative procedures to the office operating system and equipment.
• S/he will be directly responsible for the provision of administrative, personnel and logistics support in the office.
• S/he is accountable to the zonal project manager.

Key working relationships

• The Field Administration Officer will be a member of the project implementation team and report to the zonal project manager and other project staff in delivering project work plan.
  

Key accountabilities
Manage and performs all administrative support in the office (40%):

• Ensures all staff adhere to the office policies and general office procedure
• Develops and maintains an effective maintenance procedure for the proper functioning of all IT equipment and computer networks in the office
• Ensures proper management and maintenance of assets including office building, vehicles, equipment, etc.
• Manages the filing system and storage of all administrative documents
• Liaise with the Project Officers in coordinating meetings, workshops, seminars, travel arrangements and/or events
• Liaises with National Office on administrative issues
• Carry out other duties as assigned

Provides personnel services support in the office (10%):

• Implements personnel policies and procedures
• Provides support and coordinates personnel and related staff matters
• Maintains employee files and records for administrative use
• Assists in compiling annual leave roster and submit to National Office

Provides Operational and logistic support to the office (50%):

• Develops and maintains strong and effective relationships with service providers including hotels, care hire services, travel agencies, immigrations, etc. for project activities
• Carries out timely booking of venues for seminars, conferences, workshops and other project activities
• Sourcing of appropriate venues for seminars, conferences, workshops and other project activities
• Ensures timely picking of consultants, visiting staff, and other stakeholders
• Ensures project receives value for money for all procurements at all times
• Manage the driver and project vehicle
• Providing support on need basis to Malaria Consortium projects on filing, documentation and other related issues

Qualifications and experience
Essential:

• Bachelor's degree in any discipline
• Significant years’ experience in similar role
• Good supervisory, inter-personal, communication and planning skills

Desirable:

• Proven previous experience in office management
• Possess good understanding, knowledge and experience in document control and management

Work-based skills and competencies
Essential:

• Excellent interpersonal and communication skills
• Excellent computer skills with proficiency in Microsoft Word, Excel and PowerPoint
• Good Attention to detail
• Ability to maintain confidentiality of project information.

Core competencies
Delivering results
LEVEL B - Takes on pieces of work when required and demonstrates excellent project management skills:

• Shows a flexible approach to taking on additional work/ responsibilities when needed to achieve results
• Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements)
• Makes clear and timely decisions within remit of own role

Analysis and use of information
LEVEL A - Gathers information and identifies problems effectively:

• Interprets basic written information
• Attentive to detail
• Follows guidelines to identify issues
• Recognises problems within their remit
• Uses appropriate methods for gathering and summarising data

Interpersonal and communications
LEVEL B - Fosters two-way communication:

• Recalls others’ main points and takes them into account in own communication
• Checks own understanding of others’ communication by asking questions
• Maintains constructive, open and consistent communication with others
• Resolves minor misunderstandings and conflicts effectively

Collaboration and partnering
LEVEL A - Is a good and effective team player:

• Knows who their customers are and their requirements
• Respects and listens to different views/opinions
• Actively collaborates across teams to achieve objectives and develop own thinking
• Proactive in providing and seeking support from team members

Leading and motivating people
LEVEL B - Manages own development and seeks opportunities:

• Actively manages own development and performance positively
• Learns lessons from successes and failures
• Seeks and explores opportunities within Malaria Consortium which develop skills and expertise
• Flexibility/ adaptability
• LEVEL B - Remains professional under external pressure
• Able to adapt to changing situations effortlessly
• Remains constructive and positive under stress and able to tolerate difficult situations and environments
• Plans, prioritises and performs tasks well under pressure
• Learns from own successes / mistakes

Living the values
LEVEL A - Demonstrates Malaria Consortium values:

• Demonstrates integrity, honesty and fairness in dealing with colleagues and stakeholders
• Maintains ethical and professional behaviour in line with Malaria Consortium’s values
• Treats all people with respect

Strategic planning and thinking and sector awareness
LEVEL A - Manages own workload effectively:

• Plans and manages own workload effectively
• Is familiar with Malaria Consortium’s mission and current strategic plan
• Understands own contribution to Malaria Consortium’s objectives.

Salary
Competitive.