Administrative Officer at Jhpiego - John Hopkins University

Locations: Birnin - Kebbi and Abakaliki - Ebonyi

Overview

• The State Admin Officer (SAO) reports to the State Team Leader and will be responsible for providing administrative support to Jhpiego state office.
• The SAO will ensure that administrative processes follow Jhpiego, donor rules and regulations, and other applicable approved procedures at all times.
• The SAO 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 admin operations.

Responsibilities

• Ensure that administration processes run smoothly to support effective and efficient program implementation.
• Coordinate procurement processes in the state offices in line with the delegation of authority and Jhpiego policy and procedures
• Ensure effective and efficient management of assets, inventory, and consumables in the state office
• Ensure that all administrative reports (e.g., assets and inventory reports, store reports, etc.) are periodically provided using the agency's automated reporting system
• Responsible for managing and reporting operational usage of vehicle fleet and other facility equipment
• Ensure that all logistics requirements are available for the smooth running of program activities.
• Ensure that all shipments (incoming and outgoing) are properly tracked, and that the appropriate department is informed of the movements of each shipment.
• Maintain the lease and contract management database and ensure that renewals, extensions, and termination processes are promptly initiated and completed
• Lead office management and facility management process at the state office
• Set the standard for compliance with donor and Jhpiego’s regulations and standards.
• Lead administrative and logistics planning and coordination of business travels for all state office staff

Required Qualifications

• B.Sc. in Business Administration, Public Administration, or relevant field
• Professional Certification in Project Management, Administration or Logistics Management is an added advantage. A master’s degree is an added advantage
• 3+ years of experience, 2+ years progressive experience in program operations
• Previous experience of demonstrated administrative experience within an international not-for-profit organization is highly desired
• Practical understanding and application of donor regulations in large and complex projects is highly desired

 Knowledge, Skills and Abilities:

• Computer skills, including the use of automated fleet management and reporting software.
• 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
• Cooperative, hardworking, flexible & dependable.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities 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.