Administrative Officer at Maternal, Newborn and Child Health Programme - MNCH

Key Responsibilities

• The Administrative Officer will assist in the office administration and logistics of the MNCH2, The Administrative Officer will be responsible for ensuring that the operational, administrative and facility functions support the timely and effective implementation of the project's work.
• Coordinates the MNCH2 transport support services to all technical program areas.
• S/he supervises all drivers and is responsible for providing transportation services to staff and consultants.
• S/he plans, determines and reviews operations, provides necessary instruction in accordance with policy for vehicles use and their maintenance.
• The Incumbent is responsible to provide maintenance services to all office vehicles satisfactorily.

Specific Responsibilities

• Develop administrative guidelines and ensure smooth operations at the country office including coordinating Country Office administrative support to State offices.
• Ensure office equipment and facilities are in good working condition at all times.
• Ensure inventory quantities are sufficient for needs.
• Maintain up-to-date register of preferred suppliers and vendors and solicit periodic evaluation and performance input from main service users.
• Prepare monthly office running cost analysis.
• Support in maintenance of fixed assets register by updating asset register.
• Provide guidance and direction to Admin Assistant, Office Assistant and drivers including setting performance standards and monitoring performance.
• Follow-up with contractors to ensure proper service and maintenance of Generators. Photocopier, AC's, etc is carried out in timely fashion.
• Liaise with Security & Guards contractors to ensure an external supervisory visit on security guards is conducted periodically.
• Liaise with field offices on needs, issues and activities upon which they are treated as they emanate.
• Provide and ensure logistics guidance for delivery of items to field offices and facilities as the case may be.
• Ensure tagging and branding of MNCH2 assets is conducted.
• Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification, price, quantity and quality inclusive.
• Liaise with FAC's to ensure the remittance of maintenance logs upon which specific instructions are rectified to forestall breakdown.
• Follow-up on contractors to ensure about-to-expire agreements are renewed in a timely manner.
• Prepare monthly progress report which seeks to point out closed, outstanding and new issues for all field offices.
• Supervise the office administration and logistics in the absence of the Finance & Admin Manager.
• Ensure the proper use, maintenance and repair of facilities and equipment.
• Ensure that temporary duty visitors are received/accompanied at/to the airport, have safe and adequate transportation and accommodations during their stay.
• Support all local and regional purchases as per defined threshold, and maintain tracking and documentation systems that will facilitate future processing, payment and audit requirements.
• Maintain rigorous operations ensuring that systems are in place for the proper receipt, rotation and control of program's materials.

Qualifications

• University degree in Business Administration, Management or any of the Social Sciences preferred.
• Significant office management experience.
• Experience managing DFID-funded activities and thorough knowledge of applicable regulations and requirements, preferred.
• Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients and consultants.
• Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
• Prior supervisory experience preferred.
• Expert skills in Excel Spreadsheets, QuickBooks or similar accounting software, as well as Word; comfortable in a Windows PC environment.