Administrative Officer at Sanitas Health and Development Foundation (SANHDEF)

Project Overview

• The Sanitas Health and Development Foundation (SANHDEF) is a non-governmental organization committed to strengthening health systems and advancing sustainable development goals through strategic support in policy, service delivery, and capacity building.
• SANHDEF has been engaged by the Gates Foundation (GF) to implement a three (3) year Health System Strengthening (HSS) Project in Kano State. The project will support the State in developing realistic plans to optimize its health systems, improve health outcomes, and build a more resilient healthcare infrastructure capable of meeting the needs of its growing population.
•  We are seeking highly motivated and skilled professionals to join our State-level team in various critical roles.

Job Summary

• The position holder will be responsible for overseeing the effective and efficient management of the Kano office administrative functions.
• This includes facilities management, inventory control, logistics, travel arrangements, and administrative support.
• The role requires a proactive and resourceful professional with strong organizational skills to support the project's operational needs and contribute to its goal of strengthening Primary Health Care service delivery across Kano State.

Key Responsibilities

• Oversee the smooth functioning of the project office, including the scheduling of field visits, team logistics, and workspace management to ensure efficiency for all project staff.
• Establish and maintain a centralized document management system for better record-keeping, accessibility, and compliance.
• Conduct periodic workflow analyses to identify bottlenecks and recommend actionable solutions.
• Manage incoming and outgoing mail, courier services, and other correspondence, ensuring timely and secure delivery.
• Supervise and conduct regular appraisals of administrative support staff (e.g., drivers, office assistants), ensuring their performance aligns with project needs and established key performance indicators (KPIs).
• Develop and maintain a robust inventory tracking system for project assets and supplies, including IT equipment, and office supplies, ensuring real-time monitoring and accountability.
• Implement a lifecycle management program for project assets, from acquisition and deployment to maintenance and eventual disposal, in line with Gates Foundations’ requirements.
• Introduce technology-enabled solutions, such as QR coding for asset tracking, to minimize losses and improve accountability within the project office.
• Design and enforce a preventive maintenance schedule for the project office and vehicles to minimize downtime and ensure operational readiness for field activities.
• Enhance workplace safety by ensuring regular inspection and timely replenishment of first aid kits and fire safety equipment.
• Centralize and manage all travel and logistics for project teams, consultants, and stakeholders traveling for project activities in Kano and other locations, ensuring efficiency and cost control.
• Establish and manage preferred vendor agreements with hotels, transportation services, and airlines to secure cost savings for project travel.
• Develop contingency plans for travel disruptions, ensuring minimal inconvenience for project staff during field missions.
• Support internal and external audits of administrative processes and asset usage to ensure regulatory and donor compliance.
• Support the development and monitoring of the administrative budget for the Kano project, ensuring expenditures align with the project work plan and financial guidelines.
• Identify and implement cost-saving measures without compromising quality of service delivery for the project.
• Conduct market research to benchmark costs and negotiate better terms with service providers in Kano.
• Establish a culture of continuous improvement through regular feedback loops and quarterly review sessions with stakeholders.
• Leverage technology to automate repetitive tasks, freeing up administrative resources for higher-value activities.
• Proactively identify and address emerging administrative needs to support the project's dynamic implementation and growth.
• Serve as a liaison between the project's administrative functions and the technical/programmatic teams, ensuring administrative support effectively enables programmatic activities

Qualifications and Experience

• Bachelor’s Degree in Business Administration, Facilities Management, or related field.
• Minimum 4-6 years of experience in an administrative or operational management role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Desired Competencies:

• Ability to oversee daily office functions, manage supplies, and maintain orderly work environments.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
•  Proficiency in organizing, filing, and retrieving physical and electronic documents.
• Skill in scheduling meetings, preparing agendas, and taking minutes.
• Effective handling of appointments, travel arrangements, and deadlines.