Administration Officer at Malaria Consortium

Department: Operations
Role type: National
Grade: 6
Hours: 40
Travel involved: In-country travel on occasion
Reporting to: Line manager: Office Manager
Direct reports: Cleaner, Front Desk Assistant
Job Type: Fixed Term

Country Background
Malaria Consortium has been operational in Nigeria since 2008 first as a lead of the large DFID funded Support to National Malaria Programme (SuNMaP) and now as lead or partner on several programmes. In 2012, Malaria Consortium fully established itself in Nigeria with a long-term commitment and opened a country office.

Job Purpose

• The Administration Officer will be responsible for providing Abuja based administrative support to all Malaria Consortium projects in Nigeria and maintaining health and safety.

Scope of Work

• The Administration Officer will manage the Abuja office including maintenance, landlord liaison, cleaners, generator management, security and IT.

Key Working Relationships

• The Administration Officer will report to the Abuja Office Manager, and will work closely with all Abuja based staff to provide them with the required administrative support.

Key Accountabilities
Abuja Office Management (50%):

• Ensure the Abuja office is maintained, with all regular maintenance and required repairs done in a timely manner, liaising with the landlord for all works
• Manage the Abuja Front Desk Assistant, to ensure all visitors are supported accordingly, delegating relevant administrative support tasks to the Front Desk Assistant as agreed with the Abuja Office Manager.
• Manage the Abuja Office cleaning staff to ensure the office is maintained in a safe and hygienic manner at all times
• Manage the Abuja generator to ensure it is serviced based on a preventative servicing schedule, that fuel is managed appropriately with relevant stock management document and the logbook is completed by the security guards, with logbook data analysed to ensure efficient running of the generator
• Manage the Abuja office security provider to ensure that the office has effective security 24/7
• Manage the Abuja office ICT support provider to ensure all Abuja ICT assets are maintained in good working order, and any Abuja based ICT support required by state offices is provided, to support Malaria Consortium staff in completing their daily activities, acting as ICT focal point
• Organise, monitor and manage all Abuja staff mobile phone credit
• Act as a fire warden and first aider

Asset and Stock Management (40%):

• Support the Abuja Front Desk Assistant in managing all Abuja based assets to ensure that they are registered, tracked, maintained and disposed of according to the Malaria Consortium Asset management Policy
• Maintaining the Property Inventory Register for all office equipment (as per the Malaria Consortium Fixed Asset Policy) in Abuja
• Support the Abuja Front Desk Assistant in managing any stock, as defined by, and in accordance with the Malaria Consortium Inventory Management Policy

Other Administrative tasks (10%):

• Complete other administration tasks as required by the Abuja Office Manager

Person Specification, Qualifications and Experience
Essential:

• Degree or similar qualification in Administration or related field
• At least 3-5 years’ experience working in an operations related role specifically in administration
• Proven written and oral skills in English
• Ability to work effectively and sensitively with staff in other locations
• A collaborative and flexible style, with a strong service mentality
• Facilitation and coordination skills

Desirable:

• Attentive to detail
• Highly organised
• Flexible and self- motivated
• Excellent written and oral communication skills
• He/she must clearly display the ability to effectively prioritise and perform to tight deadlines
• Fire warden experience
• First aid competence

Work-based Skills and Competencies
Essential:

• Excellent interpersonal and communication skills
• Excellent computer skills with proficiency in Microsoft Word, Excel and PowerPoint
• Ability to troubleshoot basic ICT issues

Desirable:

• Excellent analytical skills

Core Competencies
Delivering results (Level A - Focuses on delivering contribution to Malaria Consortium and achieving own objectives):

• Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
• Strong self-management of time and effort
• Checks own work to ensure quality

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 B - Collaborates effectively across teams):

• Proactive in providing and seeking support from expert colleagues
• Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution
• Proactive in building a rapport with a diverse range of people

Leading and motivating people (LEVEL C - Effectively leads and motivates others or direct reports):

• Gives regular, timely and appropriate feedback
• Acknowledges good performance and deals with issues concerning poor performance
• Carries out staff assessment and development activities conscientiously and effectively
• Develop the skills and competence of others through the development and application of skills
• Coaches and supports team members when they have difficulties

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 other’s activities, objectives, commitments and needs
• Has a good understanding of the sector in which Malaria Consortium works

Salary/Benefits

• 3,052,350 gross per annum
• National Benefits.