Senior Administration Manager at Jhpiego - John Hopkins University

Overview

• The Senior Administration Manager (SAM) reports to the Director of Finance and Operations and will be responsible for providing the administrative management for Jhpiego projects as assigned and managed. 
• Responsible for developing and establishing administrative, security, procurement, stores/asset management and transport systems to ensure the integrity, smooth running and effective performance of Jhpiego Nigeria offices. 
• The SAM supervises the activities of the administrative staff working in the Nigeria country offices. 
• The SAM will work closely with the Finance and Human Resources managers to proactively establish administrative systems, identify gaps and make suggestions for improvement in the administration of the Abuja and field offices

Responsibilities

• Acts as the key liaison person between the administrative team and senior management (as needed).
• Coordinates and assists with training and event logistics.
• Arranges for monthly Top Management Team (TMT) meetings and maintains records of such meetings.
• Liaises with the knowledge management specialist to arrange periodic brown-bag-lunch (BBL) sessions to update staff on contemporary issues
• Works closely with the Senior Finance Manager to ensure effective finance/administration linkages
• Develops, reviews and maintains administrative files/reports. For example, standard operation procedures, asset disposition plans etc. Reviews and provides feedback to administrative workplans and other reports generated for programs.
• Continually mentors administration staff and identifies career development opportunities
• Implements donor branding guidelines on project and organizational events.
• Works closely with unit heads to establish systems to improve office management processes e.g. use of Docuvantage, GoToMeeting, SharePoint etc. Also provides support to team leads / administrators in field offices to improve overall administrative support to programs.
• Performs any other related duties as required by leadership

Procurement:

• Ensures procurement integrity through proper identification and screening of vendors and reviews supply requisitions.
• Collaborates with the finance unit to ensure procurement process is always completed in a timely manner
• Coordinates shipment of material orders from HQ and collection/delivery by appropriate organizations e.g. USG Nigeria office

 Travel:

• Coordinates with the administrative team to arrange local, regional and international staff travel which includes booking air tickets, arranging airport transfers, making hotel reservations and liaising with embassies for the procurement of visas for staff as needed.
• Works with the Jhpiego Nigeria Safety and Security Focal Person (SSFP) to ensure that all visiting Jhpiego staff receive a Risk Assessment Report and Travel Package which details logistic arrangements and security briefing
• Assist in verifying all travel invoices and attach the relevant support documentation; responsible for timely update of the air tickets log

 Office Operations:

• Ensures implementation of sound administrative systems and processes to ensure smooth functioning of the country and field offices
• Provide administrative/office support to the Jhpiego Nigeria Offices, staff, consultants and visitors
• Plans and implements office systems, layout and equipment procurement.
• Manages and assures proper maintenance of office equipment, generators, utilities and furnishings
• Implements and maintains detailed inventory system.
• Manages and documents handover of any equipment and materials to recipients, stakeholders and counterparts
• Ensures assets and inventories are well maintained and annual physical verifications are undertaken
• Manages office lease agreements and other contracted vendor agreements
• Works with program staff to ensure timely and quality procurement of items; works with the procurement team to establish preferred and prequalified vendors
• Manages the IT team and ensure there is adequate IT support and resources as needed
• Collaborates with Jhpiego Baltimore on organizational registration with required government bodies.
• Assists in the identification, negotiation, and leasing of new office space as needed.
• Manages the maintenance and repairs of the office and equipment.
• Designs and maintains office record filing system and ensures they are up to date and secured
• Develops innovative and efficient ways of administrative operations with a focus on cost efficiency

Required Qualifications

• Master’s degree in business administration, Public Administration, or relevant field 
• Professional Certification in Project Management is an added advantage. 
• Minimum often (10) years of demonstrated administrative experience within an international not-for-profit organization. 
• Previous experience in a PEPFAR award is highly desired 
• Practical understanding and application of donor regulations in large and complex projects is highly desired 
• Excellent computer skills including proficiency in the use of automated assets and inventory software, fleet management and reporting software. 

Knowledge, Skills and Abilities: 

• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform. 
• Excellent presentation skills and verbal and written communications skills. 
• Previous experience working at INGO. 
• Proficiency in word processing, Microsoft Office and data software. 
• Ability to travel 25% of time. 

Nigerian nationals are strongly encouraged to apply.