Administrative Officer at The Health Strategy and Delivery Foundation (HSDF)

JOB SUMMARY

• We are looking for a motivated and experienced Administration Officer to join our team! 
• The Administration Officer holds a strategic position responsible for driving excellence in administrative operations and compliance management.
• This role encompasses executive-level oversight of administrative functions, ensuring alignment with organizational objectives and fostering a culture of operational efficiency and compliance.

KEY RESPONSIBILITIES

Administrative Management:

• Oversee daily administrative operations, including office management, facilities, and logistics.
• Manage the office in liaison with other administration officers and Human resources team ensuring all facilities are operational for project/activities completion.
• Oversee the overall maintenance of the residence/office premises, facilities assets, and equipment (physical work environment) and ensure that these are secure and efficiently utilized.
• Ensure the office is well equipped, has sufficient levels of supplies (consumables, stationery, equipment) etc., and is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency.
• Develop and implement administrative policies, procedures, and systems to streamline operations and enhance efficiency.
• Oversee the management of travel, business visas, and accommodation for visitors, consultants, and staff on official business. Ensure that travel is on schedule and cost effective and that visits to program/project locations occur with a minimum of disruption and downtime.
• Manage the Support Services budget including preparation and monitoring; manage cashflow forecasting and supervise the petty cash for support services.
• Liaise with the Program & Operations team(s) to ensure programs and activities run smoothly, and resources are used efficiently and effectively.
• Coordinate with department heads to ensure alignment of administrative functions with organizational objectives.
• Manage, communicate, implement, and maintain office Health and Safety procedures including annual risk assessments and in consultation with the Head of Safety and Security, develop evacuation and accident procedures.
• Review and annually update all contracts and leases and ensure they are kept up to date and that all leases are compliant with the Nigeria government tax and other legal requirements.

Inventory Management:

• Oversee inventory management processes, including stock monitoring, replenishment, and inventory control.
• Develop and maintain general office equipment track; regularly evaluate equipment and plan/recommend up-grade for future needs and also the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save HSDF’s resources.
• Identify opportunities for inventory optimization and cost reduction.

Procurement:

• Conduct procurement of goods and services and ensure appropriate compliance in purchasing and receiving goods and services per organisation policy and Donor requirements.
• Maintain accurate and updated records of HSDF approved vendors and service providers.

Other related duties as may be required.

QUALIFICATIONS:

• Bachelor’s degree in business administration, Management, or a related field. Master's degree is an added advantage.
• At least (3) years of experience in administrative management, procurement, or related fields, preferably in a non-profit or humanitarian organization.
• Strong knowledge of administrative and procurement principles, practices, and regulations.
• Ability to demonstrate knowledge and understanding of donor requirements and compliance metrics.
• Excellent leadership, communication, and interpersonal skills.
• Proven ability to manage multiple priorities, meet deadlines, and work effectively under pressure.
• Proficiency in Microsoft Office Suite and experience with procurement software/systems preferred.
• This position generally requires an individual with exemplary experience, teamwork, strong verbal and written communication skills, and a passion for concrete impact in the health sector in Nigeria and beyond.