Regional Admin Officer at Marie Stopes

Job Framework – Regional Admin Officer

This position exists to provide support in the regions, procurement, fleet management, Asset management, Admin and HR. The Admin Officer will be responsible for monthly fleet report, vehicle maintenance monthly report and in charge of procurement processes (from request to quote to issuance of PO) and monthly procurement report.

Key Responsibilities

The Admin officers in various regions will work in collaboration with the Regional Manager, Inventory and Asset Management Manager, Fleet and Logistics Manager, HR Manager, IT Manager and the Procurement Coordinator to coordinate activities in the Regions.

1. Manage Procurement Process

• Maintain Vendor List
• Carry out Vendor due diligence exercice
• Treat all Procurement Request Form (PRF) in his/her region by sending out request for quote to vendors on the Vendor list, evaluate quotation, Organize Procurement Committee (Procomm) meeting when required and award PO.
• Liaise with Support office for transactions above regional threshold
• Send monthly procurement report and tracker
• Ensure all delivery is done as stated on purchase order
• Ensure that quality assurance document is signed for all transactions.

1. Fleet and Logistics Management
   • Manage the usage of the daily vehicle Checklist/Fleet visit
   • Manage the usage of the fuel voucher & Total card
   • Collate monthly, the fuel receipts and maintenance invoices from DAAs.
   • Maintain vehicle files in your region
   • Quarterly Fleet quality self-assessment by RAOs.
   • Manage vehicle routine maintenance and repairs.
   • Regular update of maintenance and repair invoices, people data and fleet data on Tracpoint software.
   • Monthly update of fuel expense on Tracpoint.
   • Use of Total card fuel platform to troubleshoot and identify out-of-norm consumption rate.
   • Management of dispatch of stocks and other items either by third party logistics or internally.
   • Follow-up with courier company to ensure items dispatched are delivered at the right place, time, price, quality, and quantity.
   • Provide logistics support for internal and external meetings.
   • Ensure prompt payment of third-party vendors.
2. Asset Management

• Manage the asset register
• Maintain record of asset movement and acquisition
• Capture details of all assets in the region and ensure they are all tagged.
• Capture the details of all assets in use by a team member transferred to or from your region, and update on the asset register.

1. Human Resource Management

• Creating files for Team Members
• Ensure the timely submission of Time sheets
• Help in getting work tools for Team Members

1. Information Technology (IT)
2. Internet Service Provider (ISP) Management
   • Escalate network downtime to ISP
   • Escalate poor Quality of Service (QoS) to ISP
   • If issues are unresolved, escalate to IT Team
   • Periodically scout around for better ISPs in your locale.
3. IT Support for Users and Work tools
   • Support for team members on email setup and Adobe signatures
   • Applications support for team members
   • Escalate unresolved issues to IT team
   • Ensure network devices and network connectivity in the office is working perfectly
4. Time and Attendance Management
   • Ensure team members clock-in and clock-out daily.
   • Ensure Time & Attendance device is functioning daily.
   • Escalate issues with Time & Attendance device immediately to IT
   • If device is not functioning, immediately Create a manual register to capture attendance records when device is not functioning and inform team members on the development.
   • Pull the records from the time & attendance device and send to IT team if connectivity of device cannot be established from ASO due to downtime.
5. CCTV Management
   • Ensure CCTV system is functioning.
   • Escalate issues with CCTV system to IT team.
6.  General Office and Facility Management

• Management of front office to include (but not limited to) mails & correspondence, office ambience i.e. aesthetics, branding, and general outlook of all the regional and state offices.
• Assist with office relocation, allocation of seats and general office set up.
• Ensure basic facilities are well-maintained by proactively managing processes for routine and preventive maintenance of all office equipment i.e., generators, air conditioner, fire extinguishers, printers, and photocopiers etc.
• Manage and resolve all minor and major facility issues (electrical, plumbing, carpentry, waste management, gardening etc.) within the offices.
• Track receipt and consumption of diesel for the office.
• Ensure quarterly fumigation and deep cleaning is carried out in all regional and state offices.
• Ensure prompt settlement of payment for all third-party invoices associated with Corporate Services Unit deliverables (Hotels, facility management, janitorial, security and all ancillary services.)
• Ensure prompt settlement of all routine and statutory bills for regional and state Offices (electricity, water, environmental sanitation etc.)

MSION Behaviours / Core Values / Statement

Attitude/Motivation:

• Proactive
• Team player
• Pro-Choice
• Ability to work with minimal supervision in a fast-paced professional environment.

QualificationsPrefered Skills

SKILLS

• Proven excellent technical oral, written, and editing abilities
• Ability to present and write for multiple audiences
• Extensive working knowledge of Microsoft Office
• Ability to work well with others in team environments
• Must be able to satisfy stakeholders
• Should be able to work in deadline driven/results orientated atmospheres
• Strong people management skills
• Strategic guidance and planning skills
• Report writing