State Administrative Officer at Malaria Consortium

Job purpose

The Administrative Officer will be responsible for providing general administration, logistics and procurement support to the Malaria Consortium office.

Scope of work
The Administrative officer will be actively responsible for maintaining an effective and efficient workflow of the office through enforcing administrative and procurement processes related to the office/project. S/he will be directly responsible for the provision of administrative and logistics support in the office. S/he is accountable to the State Program Manager

Key accountabilities

Office Management: Administration and Logistics - (40%)

• Be the admin and logistics focal point in the MC focal office, providing efficient project support in line with Malaria Consortium Policies
• Lead in setting up a filling system for the office, ensuring ease of storage and retrieval of documents for both hard copy and soft copy filing requirements
• Responsible for administrative management of assets in line with MC policies as well as vendor management and other service providers contracting 
• Ensure that updated records and valid documentation of all vendors with any other service providers and consultants are duly registered on NAV after compliant supplier registration verification
• Manage all office equipment in an efficient manner ensuring regular servicing is carried out to MC generators, Air conditioners, IT equipment etc
• Organise and book all local state-based land travel on receipt of approved Travel Authorisation Forms (TAFs) in coordination with MC logistics officers
• Provide logistics briefs to all travellers related to received TAF’s detailing information on accommodation and movement vehicle arrangements and timelines
• Compile, file and upload on SharePoint on a monthly basis all administrative records as required by MC related to fuel usage, staff movement logbooks, stock records and asset registers etc.
• Manage the office security provider to ensure that the office has effective security 24/7.
• Work with the DMC in Malaria consortium abuja office to ensure all ICT assets for staff use in the project are maintained in good working order and managed in line with MC IT user policies 
• Organize, monitor and manage staff mobile phone credit

Procurement Support - (30%)

• Coordinate procurement actions in accordance with the Malaria Consortium Procurement Policy, ensuring that all documentation is completed, correctly approved and filed appropriately for future reference 
• Maintain a record of the status of all procurements, which will be shared weekly with all relevant staff so that they can plan for their arrival
• Process all related payments for procurements made within the specified timeline per MC agreements while ensuring documentation is complete and uploaded on SharePoint as at when due
• Upload and track all documentation related to MC Procurement processes on SharePoint and secure in line with Data protection policy requirements
• In line with the programme budget and working as guided by the Malaria consortium policy ensure value for money of all procurements for programme activities carried out in the state
• Conduct an annual market/price list survey for regularly sourced supplies to ensure Malaria Consortium is considering all qualified suppliers in the market for regularly required items

Programme Management support – (15%) 

• Coordinate internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements.
• Lead the compilation of participants list (i.e. CHWs, health facility staff, team supervisors, ward supervisors, state, and LGA supervisors), during MDA and other project events
• Responsible for coordinating the administration and logistics support for the programme office on all field related activities in the state;

Asset and Stock Management - (15%)

• Manage all project-based assets to ensure that they are registered, tracked, maintained and disposed of according to the Malaria Consortium Asset Management Policy
• Maintaining the Property Inventory Register for all office equipment (as per the Malaria Consortium Fixed Asset Policy) in the State
• Purchase and manage stocks, in accordance with the Malaria Consortium Inventory Management Policy
• Manage stationeries and office supplies for effective management and running of the office;

Person specification

Qualifications and experience:

Essential

• Degree or similar qualification in Administration or related field
• At least 2 years’ experience working in an operations related role specifically in administration and logistics
• Previous experience in procurement management, particularly within the donor funding environment
• Proven written and oral skills in English
• Ability to work effectively and sensitively with staff 
• A collaborative and flexible style, with a strong service mentality
• Effectively prioritise and perform to tight deadlines

Desirable

• Attentive to detail
• Highly organised
• Flexible and self-motivated
• Excellent written and oral communication skills
• Fire warden experience
• First aid competence
• Facilitation and coordination skills
• Work-based skills and competencies:

Essential

• Excellent interpersonal and communication skills
• Good computer skills with proficiency in Microsoft Word, Excel and PowerPoint
• Ability to troubleshoot basic ICT issues

Desirable

• Good analytical skills