EOC Office Manager (Borno EOC) at eHealth Systems Africa

Project Summary

• The PEOC project aims to improve coordination, transparency, accountability and efficiency among target stakeholders for Polio eradication in Nigeria.
• eHA’s role is to provide administrative and infrastructural support to the Eleven Polio EOCs (PEOC) in Northern Nigeria.
• Keeping the PEOCs operationally functional, managing office staff and providing technical support and capacity building.
• Improved capacity of state health administrators and partners to manage public health emergencies (e.g. Polio, Surveillance and RI) - and ultimately improve the National Health Care System as a whole.

Purpose of the position

The EOC Office Manager oversees, plans and organizes the technical aspects and activities of the EOC. S/he coordinates and performs a wide variety of administrative and technical services to support the activities of the Emergency Operations Center (EOC), and serves as a primary point of operational and administrative contact for internal and external stakeholders.

What you’ll do

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external stakeholders and partners on a range of specified issues.
• Organizes and facilitates meetings, conferences, and other special events. Sets up meeting rooms with appropriate technology and arranges lunches, dinners and refreshments for meetings.
• Performs general secretarial/clerical duties including recording and transcribing minutes of meetings, photocopying, fax, and mailing. Assists in managing all technical equipment (printers, computers, projectors, etc.)
• Responsible for managing daily task managers and email reminders. Maintains electric and hard copy filing systems
• Prepares and modifies documents including correspondence, reports, and drafts.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the EOC. Organizes and maintains electronic and paper filing systems for EOC resources, tools and materials, including files on the shared drive.
• Provides general administrative/Technical support to the EOC and Partners as required.
• Maintains a thorough understanding of the basics behind the Internet and its workings (DNS, Security, IP Routing, VPN, Email routing and HTTP. Investigates, diagnoses and solves computer software and hardware faults.
• Provides support to troubleshoot malfunctions of network hardware and software applications, telephones and security systems to resolve operational issues and restore services.
• Attends and participates in staff meetings, training classes and supervision.
• Adheres to Policies and Procedures.
• Adheres to eHealth Africa Code of Conduct as well as ethical standards of the field.

Who you are

• Bachelor’s degree from a college or university in Computer Technology, Project Management, Computer Science, Electrical Electronic, or a related field.
• Minimum of Three (3) years Project Management experience.
• Minimum of two (2) years supervisory experience preferably with a non-profit, non-governmental organization (NGO), or an equivalent combination of education and experience. Significant and advanced experience may substitute for the Master’s degree.
• Minimum of Three (3) years Technical administrative support experience, preferably in an International NGO or an equivalent combination of education and experience.
• Demonstrated knowledge of software and troubleshooting.
• Able to communicate by various modes such as verbally in-person, Mobile phone, pager, and direct connect/radio.
• Must have knowledge of Basic first aid procedures.
• Excellent interpersonal communication skills, organizational skills and great attention to detail. Must be able to work as a member of a team and possess good problem-solving skills.
• Must have flexibility in working hours, including on-call availability and the willingness to work holidays. Excellent customer service skills.
• Excellent communication skills required including written, verbal and interpersonal.
• Excellent interpersonal communication skills, organizational skills and great attention to detail.
• Must be able to work as a member of a team and possess good problem-solving skills.
• Good learning ability. Action oriented and resilient in a fast-paced environment

Language Ability

• English is the spoken and written language. Fluency in local Hausa is an advantage.
• Ability to read, analyze and interpret general business periodicals, professional journals, or government regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, employees and the general public.