Administrative Officer-Jigawa at Malaria Consortium

Job purpose

• The purpose of this position is to provide administrative support to the Malaria Consortium office in the state. The officer will lead the everyday administration of the office with support from the project staff

Scope of work

• The Administrative Officer will provide general administrative and logistics support to the State office and ensure efficient use, functioning and management of the office. This will include to have an updated data bank of consultants, vendors and stakeholders. The officer will ensure an effective maintenance system of all office equipment, including generator, photocopiers, computers and its networks, printers and other office assets.

Key working relationships

• The AO will support the state office and will report to the State Project Manager and dotted line reporting to the Country Office Manager.
• S/He will work together with the state team and country office staff in planning, budget, scheduling and coordination of project activities.
• He will also liaise with relevant country office staff to ensure resources for scheduled activities are available on time and to required standard, this will include quantification of printed materials ensure logistics are put in place.

Key accountabilities
Office Administration - 70%:

• Coordinate the day-to-day administration of the office with support from staff
• Oversee the management and maintenance of the office assets, utilities, office equipment, consumables and supplies;
• Responsible for recording and updating of office assets in the asset register;
• Providing monthly reports on state activities as it relates to the admin, procurement and logistics to the office manager at the country office;
• Lead in setting up a filling system for the office, ensuring ease of storage and retrieval of documents;
• Develop and maintain effective maintenance procedure for all IT equipment and computer in the office
• Responsible for overseeing all logistic arrangements including maintaining an updated record of events, travel itineraries of staff and short term consultants (as applicable) to ensure proper delivery and satisfaction of service to the projects;
• Responsible for procurements of assets to the state offices in line with MC procurement policies as well as vendor management and other service providers contracting (including security and IT);
• Will ensure updated records and valid documentation all of vendors. And other service providers and consultants are registered on NAV;
• Responsible for negotiations with hotels, travel and transport services and oversee general logistics for field/state activities;
• Liaises with Country Office on administrative and logistics difficulties and other office maintenance issues;
• Line manages the officer driver, by providing supervision, coaching and mentoring support in developing vehicle movement plan, implementation and review;
• The officer will check the vehicle log sheet and driver’s time sheet and sign off on them monthly;

Programme Activities – 30% :

• Coordinate internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements;
• Lead the compilation of participants list (i.e. CHWs, health facility staff, team supervisors, ward supervisors, state, and LGA supervisors), during MDA and other project events
• Responsible for contracting short term consultants in state office in close communication with the HR manager at the country office and in line with the procurement policy;
• Responsible for coordinating the administration and logistics support for the programme office on all field related activities in the state;
• In line with the programme budget and working closely with the finance officer, ensure value for money of all procurements for programme activities carried out in the state;

Person specification
Qualifications and experience:        
Essential

• Bachelor Degree in Administration, Social Sciences, Project Management or similar
• A minimum of 3-years’ experience in a related role
• Previous experience within the INGO sector and in a related role

Desirable:

• Person resident in and working experience in the State of Assignment
• An in-depth experience in similar positions/assignment
• Ability to work independently in an organized manner but within an integrated team

Work-based skills and competencies:
Essential

• Highly numerate and analytical
• Ability to work on own initiative and as part of a team
• Ability to work with little or no supervision
• Ability to multi-task
• Strong Microsoft office suite skill
• Superior attention to detail
• Excellent communication skills
• Budget development, work-plan Implementation and Expense reporting
• Proven writing skills in English
• Excellent computer skills in MS Word and Excel

Desirable:

• Demonstrable passion for Malaria Consortium’s mission; a strategic manager with integrity and a desire to work in a dynamic environment
• Strong analytical skills and experience interpreting a strategic vision into an operational model
• Ability to work effectively in a culturally sensitive setting
• A collaborative and flexible style, with a strong service mentality
• Knowledge of use of database tools will be an added advantage
• Skill in MS Access will be an added advantage
• Proven team-building and representational skills