Office Manager at Malaria Consortium

Country and project background

Malaria Consortium has been working in Nigeria since 2008. Working in partnership with the Ministry of Health and other partners (both international and national), we lead and support major malaria control initiatives in the country, providing technical support for malaria control; capacity building and training of health workers; health systems strengthening; behaviour change communications and community outreach and operational research, policy and advocacy.

We use malaria as the entry point to supporting our stakeholders in reducing the burden of other infectious diseases like neglected tropical illnesses and other issues impacting on child and maternal health. We are currently working at all levels in the country, national, state, local and community with operational offices at the national and state levels.

This position will support country office operations in line with Malaria Consortium global policy and in compliance with country legislation. Job purpose The Office Manager will manage all operations (facility, asset and fleet management, procurement, travel and safety and security) in the Malaria Consortium Abuja office, and provide procurement, asset management and safety and security support to state offices.

Scope of work

The Office Manager will manage all operations in the Malaria Consortium Abuja office, and provide procurement, asset management and safety and security support to state offices. S/he will serve as the Abuja safety and security focal point. S/he will be responsible for delivery of support services on time at value for money to the projects and ensure that all operational documents and reports are completed in a timely manner and shared and filed to enable effective decision-making.

Key working relationships

The Office Manager will be a member of the Country Management Team (CMT) and will report to the Country Director. They will supervise directly office support staff in Abuja office. Indirectly s/he will work with national and state based staff providing them with procurement, asset management and safety and support. The Office Manager will work with the Country Technical Coordinator, West Africa Programmes Coordinator, Country Finance Manager and programmes/project managers in delivering country strategic objectives.

Key accountabilities

1. Leadership (15%)

Be a member of the Country Management Team (CMT), including the input into the country strategy development Line-manage assigned staff and provides oversight and management support whilst ensuring staff objectives are set and monitored in line with HR guidelines Represent and promote Malaria Consortium Nigeria as a quality partner and specialised technical agency where appropriate With CMT members and Project Managers, assist in transitioning between operational structures and strategies (i.e. opening, expansion, down-sizing and closing office and projects) Work with HQ, country office and project managers to resolve relevant outstanding audit findings and support offices to improve overall compliance with organisational policies Maintain regular contact with field offices to ensure issues and concerns are identified and resolved pre-emptively, making regular field visits to support this Serves as sectary to the review and updating of the risk register by the CMT for the country and support to Project Managers to review their respective project risk registers

 2. Facility Management (20%)

Ensure the efficient running of the Abuja offices, including ensuring office supplies, consumables and utilities are available and managed in a cost efficient manner Manage the Abuja office security guard provider to ensure the compound is secure at all times Manage the Abuja office generator (including maintenance, fuelling and monitoring) to ensure cost effective use of this asset Manage the Abuja fleet (drivers, preventative maintenance and adhoc repairs, fuel, insurance, incidents) Manage all Malaria Consortium Nigeria assets, ensuring they are recorded, monitored, repaired and disposed of as per Malaria Consortium policies, and the monthly and annual checks and quarterly Manage IT support to Malaria Consortium Nigeria through external service providers, ensuring all IT equipment is maintained in a cost effective and timely manner

3. Travel (15%)

National and international (via the global agent) flight bookings Abuja hotel bookings, airport pickups and drop-offs and taxi hire

4. Procurement (30%)

Ensuring all procurements are managed appropriately and deliver best value for money to the organisation Finalise and maintain the Country Procurement Strategy and setup and manage all Framework Agreements and Prequalified Suppliers as per the Malaria Consortium standard procurement process, ensuring value for money for Malaria Consortium Lead on the implementation and management of Malaria Consortiums automated procurement system (NAV) Ensuring correct and complete documentation is passed to Finance Department. Manage procurement of Abuja office supplies/fleet procurement, and office supplies/fleet procurement done in Abuja for field offices Manage the procurement of all project printed material and training/conference facilities in Abuja Be the operations focal point on procurement review committees (PRC), presenting all procurements to the committee and minuting all PRC meetings Provide accurate quantification and costs related to facility management, office setup and fleet management input into new proposal budgets Establish and ensure delivery of regular procurement from all locations in Nigeria to all relevant staff on a weekly basis

5. Safety and Security Focal Point (SSFP) (20%)

Staying linked to security information in Abuja, including representing Malaria Consortium in NGO security networks, and providing regular updates to the CD and CMT Maintaining the Abuja Safety and Security Plan  Doing Safety and security inductions for all new staff starting in Abuja, and ensuring that the relevant form is signed and correctly filed Doing safety and security briefings for all visitors to Abuja, and ensuring that the relevant form is signed and correctly filed Ensuring Abuja staff complete relevant security trainings Ensuring incident reports are completed for all incidents in Abuja, and all accidents are followed up Being the fire warden in Abuja (doing drills and maintaining equipment) Ensuring all movements in Abuja, and from Abuja to field offices are completed with safe vehicles which travel with suitable communications equipment and protocols Provide periodic training to field SSFPs on the MC policy

Person specification

Qualifications and experience:

Essential

Educated at a Bachelors level in relevant discipline or equivalent professional experience Demonstrated success as an office manager across all disciplines within regional or national environment Experienced in security and safety management in diverse operating environment including those similar to the North Eastern part of Nigeria Strong knowledge of major donors’ (USAID, DFID, UNITAID, BMGF, Global Fund, EU) policies and procedures regards to procurement, grant and financial management Desirable Experience working in international NGOs Knowledge of global health sector

Work-based skills:

Essential

Practised in contract negotiation and management Hands on-leader who is a strong motivator Strong proficiency with using MS Excel and data analytics Up to date knowledge of best practice using advanced operational and quality tools Experience in designing, writing and implementing policies and procedures