Supply Chain and Admin Officer at Malaria Consortium

Location: Jigawa 
Department: Operations
Length of Contract: 2 years
Role Type: National
Grade: 6
Travel Involved: Yes Child safeguarding level: Tbc
Reporting to: Zonal Programme Manager/State Delivery Officer
 
Job Purpose

• To provide administrative, personnel and logistics support in the project offices in Jigawa/Katsina or Sokoto or Zamfara. 

Scope of Work:

• The Supply Chain and Admin 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, operations and logistics support in the office.
• S/he is accountable to the State Manager. 

Key Working Relationships:

• The Supply Chain and Admin Officer will be a member of the programme implementation team and report to State Programme Manager and other project staff in delivering programme work plan.

Key Accountabilities
Supply Chain (40%):

• Ensuring that the supply chain team meets the needs of the programmes in a timely manner and does so in accordance with donor requirements, MC policies and procedures
• Verify that supply chain policies and procedures are documented, disseminated and consistently applied within the state of operation; and updated when needed
• Confirm that storage facilities comply to warehousing standards, and provision of EoC drug reconciliation report
• Responsible for assets and inventory management meeting programme needs, eliminate losses and inform accurate and timely reporting
• Ensure that compliance monitoring processes are developed and effectively implemented
• Work with programme staff to ensure procurement planning and identification of operational support needs
• Ensure proper tracking of master agreements and contracts to ensure availability of up to date and accurate information
• Develops and maintains strong and effective relationships with service providers including hotels, care hire services, 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

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

Coordination/Feedback (15%):

• Ensure smooth relationship with Country Office and Supply Chain Managers
• Provide regular feedback to the country Supply Chain Manager in a timely manner
• Provides support to the HR Manager on HR administration of related staff matters

Capacity building and Partners support (5%):

• Organise and provide support to SMoH on supply chain management at state, LGA and health facility/community levels to improve commodity recording and reporting

Qualifications and Experience
Essential:

• Proven previous experience in office management, Supply Chain and Logistics
• Experience managing a medical supply chain and coordination
• Good supervisory, inter-personal, communication and planning skills

Desirable:

• Experience with good understanding, knowledge, document control, management, and operation office

Work-based skills and competencies
Essential:

• Strong analytical skills 
• Proven writing skills in English 
• Ability to work effectively and sensitively in developing countries
• A collaborative and flexible style, with a strong service mentality
• Negotiation, Facilitation and coordination skills

Desirable:

• Demonstrable passion for Malaria Consortium’s mission; a strategic manager with integrity and a desire to work in a dynamic environment Excellent computer skills in Excel and knowledge and use of database tools

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 B – Promotes Malaria Consortium values amongst peers:

• Shows a readiness to promote Malaria Consortium’s values amongst peers
• Promotes ethical and professional behaviour in line with Malaria Consortium’s values

Strategic planning and thinking and sector awareness:
LEVEL B - Is aware of others’ activities and vice versa in planning activities:

• Takes account of team members’ and others’ workload when planning
• Maintains awareness of impact on other parts of the organisation, keeping abreast of others’ activities, objectives, commitments and needs
• Has a good understanding of the sector in which Malaria Consortium works

Salary
Competitive.