Administrative Manager at Jhpiego - John Hopkins University

Position Reports to: Director, Finance and Operations

Overview

• The Administrative Manager reports to the Director of Finance and Operations and will be responsible for providing administrative oversight at Jhpiego country office based in Abuja.
• He/she will be responsible for providing technical support to administrative team members in all Jhpiego field offices.
• The Administrative Manager will ensure that all administrative reports follow Jhpiego and donors’ rules and regulations, as well as other applicable approved procedures at all times.
• The Administrative Manager will be responsible for ensuring cost consciousness, efficiency of administrative operations and maintaining an on-site administrative system required to assure the integrity and effective performance of country office operations

Key Responsibilities

• Ensure country office administration run smoothly to support effective and efficient program implementation
• Ensure effective and efficient logistics and facility management systems for the smooth running of country office and program activities
• Responsible for supporting logistics team members in reporting operational usage of vehicle fleet and other facility equipment
• Develop and implement capacity building plans for all official drivers of Jhpiego’s vehicles
• Ensure prompt renewal and management of all facility related leases
• Manage all processes for importation/international shipment of goods on behalf of Jhpiego
• Develop and implement administrative protocols that complies with USAID and Jhpiego regulations and standards
• Adhere strictly with compliance indicators for field administrative operations. Track and report exceptions
• Coordinate with supervisor to identify areas of improvements in administrative processes
• Ensure documentation of administrative procedures are complete and available for audit and all third-party reviews.

Required Qualifications

• B.Sc. in Business Administration, Public Administration, or relevant field. Master’s degree is highly desired
• Professional Certification in Project Management is an added advantage.
• Minimum of seven (7) years of demonstrated administrative experience within an international not-for-profit organization.
• Previous experience in a PEPFAR award is highly desired
• Practical understanding and application of donor regulations in large and complex projects is highly desired
• Excellent computer skills including proficiency in the use of fleet management and reporting software.

Knowledge, Skills and Abilities:

• Working knowledge of database applications, MS Word, and Excel etc.
• Excellent organizational skills, detail-oriented and high degree of accuracy;
• Excellent interpersonal skills to effectively interact with all levels of staff and partners.
• Good oral and written communication skills to effectively communicate findings and analyses
• Be cooperative, hardworking, flexible & dependable.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization
• Capability to develop and implement effective strategies and tactics for accomplishing assigned duties
• Ability to work independently and as a member of a team.
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.