State Administrative Officer at Malaria Consortium

Job Purpose

• To provide administrative, personnel and logistics support in the project office.

Scope of Work

• The Field Administration officer will be actively responsible for maintaining an effective and efficient workflow of the office through enforcing administrative procedures to the office operating system and equipment.
• S/he will be directly responsible for the provision of administrative, personnel and logistics support in the office.
• S/he is accountable to the zonal project manager.

Key Accountabilities
Manage and performs all administrative support in the office (40%):

• Ensures all staff adhere to the office policies and general office procedure
• Develops and maintains an effective maintenance procedure for the proper functioning of all IT equipment and computer networks in the office
• Ensures proper management and maintenance of assets including office building, vehicles, equipment, etc.
• Manages the filing system and storage of all administrative documents
• Liaise with the Project Officers in coordinating meetings, workshops, seminars, travel arrangements and/or events.
• Liaises with National Office on administrative issues.
• Carry out other duties as assigned.

Provides personnel services support in the office (10%):

• Implements personnel policies and procedures
• Provides support and coordinates personnel and related staff matters
• Maintains employee files and records for administrative use.
• Assists in compiling annual leave roster and submit to National Office.

Provides Operational and logistic support to the office (50%):

• Develops and maintains strong and effective relationships with service providers including hotels, care hire services, travel agencies, immigrations, etc. for project activities
• Carries out timely booking of venues for seminars, conferences, workshops and other project activities
• Sourcing of appropriate venues for seminars, conferences, workshops and other project activities.
• Ensures timely picking of consultants, visiting staff, and other stakeholders
• Ensures project receives value for money for all procurements at all times
• Manage the driver and project vehicle.
• Providing support on need basis to Malaria Consortium projects  on filing, documentation and other related issues.

Person Specification
Qualifications and Experience:

• Bachelor’s Degree in related discipline
• Significant years’ experience in similar role
• Good supervisory, inter-personal, communication and planning skills
• Proven previous experience in office management.
• Possess good understanding, knowledge and experience in document control and management.

Essential:

• Excellent interpersonal and communication skills
• Excellent computer skills with proficiency in Microsoft Word, Excel and PowerPoint
• Good Attention to detail.
• Ability to maintain confidentiality of project information.

Salary
Competitive.