Administration and Liaison Supervisor at Alliance for International Medical Action (ALIMA)

JOB PURPOSE

The main function of the role is to provide effective administration and liaison support to the Country Office, including ensuring that the organization and its staff (both national and international staff) meet the legal requirements in terms of registration and immigration requirements. The position also supports staff movement, and ensures the general administration support to the Country Programme.

Country Office and Field offices/guest house operates optimally
Incumbent will be responsible for ensuring that ALIMA premises, guest house and staff accommodation functions properly; contracts are renewed/revised as maybe needed.

• Undertake periodic health and safety checks of all ALIMA premises in Abuja and make recommendations accordingly, ensuring all premises meet the health and safety standards through regular cleaning, maintenance and repairs.
• Coordinates the allocation of apartments/guesthouse rooms to visitors and books all visitors and staff to hotels
• Works with HR to ensure that international staff accommodation is equipped in accordance with ALIMA policies
• Liaises with Office premises landlords to ensure that any repairs to facilities and fixtures are done in accordance with the lease
• Ensures that office sitting arrangements and furniture is procured and delivered to all ALIMA office (Abuja)
• Develops and monitors cost efficient systems for all facilities, admin expense and guest houses
• Asset  and Stock Management
• Oversees that all ALIMA assets are tracked, documented and the register is kept up to date all the time and the register is shared monthly
• Ensure that each asset custodian acknowledges assets in their possession and copies are filed
• Oversees the tagging of all ALIMA assets
• Develops and review SOPs for dealing with lost assets with approval from Coordination Team
• Ensures that office supplies are always available in all ALIMA offices
• Ensure efficient use of office supplies
• Ensure office security through managing security guards as well as institute office access screening processes.
• Government and Partner liaison
• Provides day to day oversight for processing international staff entry permits, application and renewal of work permits, residence permits, visas, and authentication of documents
• Provides  visa processing support to staff travelling on official business
• Processes and obtains duty free status letter from relevant government offices, and clears all ALIMA consignments, all expatriate personal effects when coming and going out of the country.
• Oversee the timely processing of alien registration for visitors
• Works with Human Resources Coordinator to ensure that ALIMA Nigeria registration documents are up-to-date
• Liaises with ALIMA partners on admin and operations issues
• General Admin, Travel and accommodation
• Oversees that the office stationery and other amenities are available at all times and helps field offices with processing of requisitions in the same area where local markets are not flourishing
• Oversee that staff travel is timely and any registrations required by UNHAS is up-to-date
• Ensure that payments are done on time for services and goods received
• Work with Logistics officer to develop SOPs for staff transport in country
• Ensure that all Admin suppliers, rents, facilities bills, petty cash is paid/replenished in a timely manner
• Review/develop SOPs for staff accommodation in Abuja and other major cities who travel on business
• Oversee the staff welfare in coordination with HR and Logistics officer
• Oversee delivery of mail, packages, supplies to Field offices

Reporting
Oversee that Asset register is updated and shared with Log Coordinator monthly.

Dealing with Problems:

• Incumbent needs to ensure that all assets, regardless of location; are on the register ant updated monthly
• There is a need for diplomacy and flexibility in dealing with partners and suppliers
• The position requires that the post holder be able to respond to multiple, urgent demands from country team and other stake holders.
• Dealing with conflicting demands and field operations challenges

Knowledge;

• A degree in Human Resources, Business administration/Accounting  or equivalent
• Excellent technical knowledge on general administration  areas as indicated by the duties above
• Knowledge of operational and logistics support in volatile emergency conditions is an advantage
• Knowledge of the Operations Manual to support a changing program
• Firsthand experience and knowledge of working in conflict sensitive country environments
• Knowledge of contract development and management
• 2 years working experience is required.

Language: English is mandatory (written, read, and spoken).