Fresh Vacancies at Malaria Consortium

Donor title: Administrative Officer       
Department: Operations
Length of contract: 2-years       
Grade: 6            
Reporting to: Zonal Project Manager
Direct reports: Office Clerk, Driver

Country and project background

• The Nigeria Country Office in Abuja, started operations in 2008, through the DFID/UKaid funded Support to National Malaria Programme, SuNMaP (2008 - 2016). The office had presence in 23 states of the country and has managed at various times, about 15 programmes and projects. It follows the mandate of the parent organization in Nigeria and has been working specifically in the following areas:
  • Malaria control/elimination
  • Integrated community case management (iCCM) for malaria, pneumonia and diarrhoea
  • Nutrition
  • Neglected tropical diseases (NTDs)

Malaria Consortium has recently been awarded funding from various private entities and foundations a to implement seasonal malaria chemoprevention (SMC) in three countries, including Nigeria, as a result of being rated a top charity by GiveWell Foundation for our work on SMC. The funds will support SMC implementation in 2018-2020 in selected LGAs in Jigawa, Katsina, Sokoto and Zamfara states as a follow on to previous SMC campaigns funded by Bill and Melinda Gates Foundation Foundation, DFID and UNITAID.

Approved by WHO in 2012, SMC is the monthly administration of a combination sulphadoxine-pyrimethamine and amodiaquine (SP+AQ) to children aged 3-59 months during the malaria transmission season to prevent or reduce the effects malaria. Evidence suggests that SMC given monthly prevents approximately 75% of all malaria episodes.

Job Purpose

• The purpose of this position is to provide Administrative support to State office of the SMC project (Jigawa or Zamfara). The officer will lead in the everyday administration of the office with support from the project staff
• Scope of work The State Administrative Officer under the guidance of the Zonal Project Manager will provide general Administrative and logistics support to the Program office and ensure efficient use, functioning and management of the office in line with MC policies. This will include to have an updated data bank of consultants, vendors and stakeholders.
• The officer will ensure an effective maintenance system of all office equipment, including generator, photocopiers, computers and its networks, printers and other office assets.

Key Working Relationships:

• The AO will support the SMC state project office and will reports to the Zonal Project Manager. S/He will work together with the state team and country office staff in planning, budget, scheduling and coordination of project activities. He will also liaise with relevant country office staff to ensure resources for scheduled activities are available on time and to required standard, this will include quantification of printed materials ensure logistics are put in place.

Key Accountabilities
Office Administration - 70%:

• Provide and oversee the day to day administration of the office with support from staff
• Provide support to the team by overseeing the management and maintenance of the office assets, utilities, office equipment, consumables and supplies;
• Responsible for recording and updating of office assets in the asset register;Provide monthly reports on state activities as it relates to the admin, procurement and logistics to the office manager at the country office;
• Oversee the setting up of a filing system for the office, ensuring ease of storage and retrieval of documents;
• Responsible for the effective maintenance of all IT equipment and computer in the office
• Oversee all logistic arrangements including maintaining an updated record of events, travel itineraries of staff and short term consultants (as applicable) to ensure proper delivery and satisfaction of service to the project;
• Responsible for procurements of assets to the state offices in line with MC procurement policies as well as vendor management and other service providers contracting (including security and IT);
• Will ensure updated records and valid documentation all of vendors. And other service providers and consultants are registered on NAV;
• Responsible for negotiations with hotels, travel and transport services and oversee general logistics for field/state activities;
• Liaises with Country Office on administrative and logistics difficulties and other office maintenance issues;
• Provide support to the office driver, by providing supervision, coaching and mentoring in developing vehicle movement plan, implementation and review;
• The officer will check the vehicle log sheet and driver’s time sheet and sign off on them monthly;

Programme Activities - 30%:

• Support the coordination of internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements;
• Support 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 contracting short term consultants in state office in close communication with the HR manager at the country office and in line with the procurement policy;
• Coordinate the administration and logistics of the programme office on all field related activities in the state;
• In line with the programme budget and working closely with the finance officer, ensure value for money of all procurements for programme activities carried out in the state;

Person specification
Qualifications and Experience:

Essential:

• Bachelor Degree in Administration, Social Sciences, Project Management or similar
• A minimum of 3-years’ experience in a related role
• Previous experience within the INGO sector and in a related role

Desirable:

• Person resident in and working experience in the State of Assignment
• An in-depth experience in similar positions/assignment
• Ability to work independently in an organized manner but within an integrated team

Work-based skills and Competencies
Essential:

• Highly numerate and analytical
• Ability to work on own initiative and as part of a team
• Ability to work with little or no supervision
• Ability to multi-task
• Strong Microsoft office suite skill
• Superior attention to detail
• Excellent communication skills
• Budget development, work-plan Implementation and Expense reporting.

Desirable:

• Demonstrable passion for Malaria Consortium’s mission; a strategic manager with integrity and a desire to work in a dynamic environment
• Strong analytical skills and experience interpreting a strategic vision into an operational model
• Proven writing skills in English
• Ability to work effectively in a culturally sensitive setting
• A collaborative and flexible style, with a strong service mentality
• Excellent computer skills in MS Word and Excel
• Knowledge of use of database tools will be an added advantage
• Skill in MS Access will be an added advantage
• Proven team-building and representational skills.

Core Competencies
Delivering Results:
LEVEL B - Takes on pieces of work when required and demonstrates excellent project management skills:

• Shows a flexible approach to taking on additional work / responsibilities when needed to achieve results
• Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements)
• Makes clear and timely decisions within remit of own role

Analysis and use of information:
LEVEL A - Gathers information and identifies problems effectively:

• Interprets basic written information
• Attentive to detail
• Follows guidelines to identify issues
• Recognises problems within their remit
• Uses appropriate methods for gathering and summarising data

Interpersonal and communications:
LEVEL B - Fosters two-way communication:

• Recalls others’ main points and takes them into account in own communication
• Checks own understanding of others’ communication by asking questions
• Maintains constructive, open and consistent communication with others
• Resolves minor misunderstandings and conflicts effectively

Collaboration and Partnering:
LEVEL B - Collaborates effectively across teams:

• Proactive in providing and seeking support from expert colleagues
• Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution
• Proactive in building a rapport with a diverse range of people

Leading and motivating people:
LEVEL C - Effectively leads and motivates others or direct reports:

• Gives regular, timely and appropriate feedback,
• Acknowledges good performance and deals with issues concerning poor performance
• Carries out staff assessment and development activities conscientiously and effectively
• Develops the skills and competences of others through the development and application of skills
• Coaches and supports team members when they have difficulties

Flexibility/ Adaptability:
LEVEL B - Remains professional under external pressure:

• Able to adapt to changing situations effortlessly
• Remains constructive and positive under stress and able to tolerate difficult situations and environments
• Plans, prioritises and performs tasks well under pressure
• Learns from own successes / mistakes

Living the Values:
LEVEL B - Promotes Malaria Consortium values amongst peers:

• Shows a readiness to promote Malaria Consortium’s values amongst peers
• Promotes ethical and professional behaviour in line with Malaria Consortium’s values

Strategic planning and thinking and sector awareness:      
LEVEL A - Manages own workload effectively:

• Plans and manages own workload effectively
• Is familiar with Malaria Consortium’s mission and current strategic plan.
• Understands own contribution to Malaria Consortium’s objectives

Salary
Competitive.

go to method of application »

Locations: Sokoto, Zamfara & Jigawa / Katsina (3 each)
Department: Management
Length of contract: 2 years
Role type: National Grade: 9
Travel involved: In-country travel
Reporting to: Senior Project Manager
Direct reports: M&E, Admin / Supply Chain , Accounts Officers and LGA cluster

Country and Project Background
Organisational background Established in 2003, Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.
 
We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence.
 
Our areas of expertise include:

• Disease prevention, diagnosis and treatment
• Disease control and elimination
• Systems strengthening
• Research, monitoring and evaluation leading to best practice 
• Behaviour change communication
• National and international advocacy and policy development

Country and Project Background
The Nigeria Country Office in Abuja, started operations in 2008, through the DFID/UKaid funded support to National Malaria Programme, SuNMaP (2008 - 2016). The office had presence in 23 states of the country and has managed at various times, about 15 projects. It follows the mandate of the parent organization in Nigeria and has been working specifically in the following areas:

• Malaria control/elimination;
• Integrated community case management (iCCM) for malaria, pneumonia and diarrhoea;
• Nutrition; and
• Neglected tropical diseases (NTDs).

Malaria Consortium has recently received grant from the Good Ventures to implement SMC in three West African countries including Nigeria. In Nigeria, malaria consortium has decided to use the fund to continue SMC implementation in the 4 states it has been supporting since 2013 with UNITAID (Sokoto and Zamfara), DFID (Katsina and Jigawa) and BMSMC (Katsina) funds. 
 
Under this new funding and any anticipated additional funding, all malaria consortium SMC activities in county will be consolidated into a single project and managed by senior project manager who will report to the country programme manager.  
 
Job Purpose

• To work with the country office team and SMC Senior Project Manager to effectively manage project activities and resources, provide leadership and stewardship to the project team and maintain collaborative links with the project’s key stakeholders at national and sub-national level.

Key Working Relationships:

• The Sate Project manager would be working with the state team and stakeholders in their zones, especially the State Ministries of Health and LGA Departments of Health/PHC, manage the rollout and implementation of the SMC activities in project states.
• S/he would report to the Senior Project Manager.

Scope of Work:

• The State Project Manager (ZPM) would support the programme activities at zonal and state levels, being in charge of a cluster of states to ensure timely project delivery of the programme to achieve given targets and objectives.

Key Accountabilities (percent of time spent on each area)
Project Management (60%):

• Work with the programme team and other relevant personnel in the country office to lead activities for smooth project start up and planning in line with the SMC Malaria Project Implementation Plan.
• Work with the relevant personnel to prepare all necessary project start up and planning tools on time.
• To build and performance manage an effective and technically unsurpassed SMC project team in their states.
• Work directly with the SPM and be responsible for coordinating overall project implementation in the states and see that activities are carried out on time and within budget.
• Liaise regularly with the SPM to provide timely and comprehensive updates and reports as required.
• Liaise with other partners relevant for successful SMC malaria implementation in the state.
• Line manages an effective and technically sound SMC project team in the state.
• Liaise with state stakeholders to get their buy-in and ensure effective implementation of SMC activities in the state
• Ensure the mass drug distribution campaign is carried out according to guidelines, and in compliance to donor funding requirements
• Organize and participate in the training of State, LGA and community volunteers teams involved in the distribution activities 
• Participate in the state and LGA level microplanning meetings for the distribution activities 
• Be responsible for timely financial accountability for any disbursed funds for project activities in the state
• Support SMOH to develop SMC scale - up plan especially in the period after the project period 
• Duty of care on all campaign personnel.
• Work with the project team to develop and implement annual work plans.
• Work closely with the SPM to prepare the programme monitoring and evaluation plan in conjunction with the Project M&E Manager. Work with the project team to implement it.
• Work with the country finance team and project finance associate to prepare and track progress of project and activity budgets.
• Be responsible for zonal project budget management and reporting
• Be responsible for preparing project progress report, which is submitted to the SPM and regional programme director quarterly, including narrative reports on a timely basis.
• Work with finance team and SPM to prepare quarterly financial reports.
• Work with the relevant country personnel and the SPM to prepare an exit strategy and to implement it, to see to the smooth end of the programme.
• Coordinate with other donors and implementers to ensure complementarity of implementation of the SMC malaria project in project states by leveraging resources and harmonizing efforts where possible.
• Work with the Country Communication Manager, the Country Technical Coordinator, SPM, for social mobilization to see that a programme communications strategy is developed and implemented.
• Coordinate the documentation of SMC supported activities in form of activity-specific reports and ensure proper archiving of such for easy access and reference.
• Contribute to SMC coordination meetings in form of progress updates and power point presentations.
• Be responsible for quarterly lessons identification and learning documentation and dissemination.
• Be responsible for building functional partner relationships among the project’s stakeholders.
• Oversee project partners inputs and subcontractors’ activities to deliver harmonized, aligned and effective outputs
• Manage risks to Malaria Consortium including financial, reputation and security in a challenging environment
• Work with the project M&E Officer and Country M&E Specialist to ensure that high quality project data is collected, analysed and disseminated to relevant stakeholders at all levels and reported to PI. 

Technical Contributions (10%):

• Work with the project teams, SPM and the Country Technical Coordinator to determine technical support needs to implement the project effectively and with high quality. Liaise with the Country Technical Coordinator to obtain regional or global technical support.
• Contribute to the development and production of dissemination documents to allow wider sharing of Malaria Consortium’s experiences, lessons and successes.

Technical Performance Management and Quality Assurance (20%):

• Take the lead in monitoring and evaluating project performance.
• Keep abreast with evidence and best practices that are related to the project.

Representation (10%):

• Work with the Country Director, Country Technical Coordinator and SPM to participate in national level meetings and workshops to represent Malaria Consortium at programmatic and coordination events,
• Work with the Country Director, Country Technical Coordinator and SPM to keep key national stakeholders abreast with the project.
• To exert influence and to advocate for Malaria Consortium’s key technical positions and promote best practice in SMC interventions

Person Specification Qualifications and Experience
Essential:

• Postgraduate or Master’s degree in Public Health, Health Policy, Epidemiology or another relevant specialty is a minimum requirement. 
• Extensive experience of working at national or state level in developing countries. 
• Excellent project planning, management and monitoring & evaluation skills. 
• Experience managing project budgets
• Proven leadership skills and team leading
• Experience in advocacy and policy influencing
• Excellent written and spoken English

Desirable:  

• Experience on SMC-supported project 
• Advance knowledge of Microsoft office

Work-based Skills and Competencies           
Essential:

• Proof of strong interpersonal and negotiating skills
• Experience in using participatory adult learning techniques and previous experience in mass drug distribution campaign activities 
• Excellent report writing and presentation skills are also needed.
• Understanding of public health issues in Nigeria

Core Competencies
Delivering results:
LEVEL C - Supports others to achieve results:

• Displays a positive and enthusiastic approach and is not deterred by setbacks, finding alternative ways to reach goals or targets.
• Supports others to plan and deliver results
• Supports others to manage and cope with setbacks

Analysis and use of information:
LEVEL C- Works confidently with complex data to support work:

• Interprets complex written information
• Works confidently with data before making decisions: for example; interpreting trends, issues and risks
• Acquainted with the validity, relevance and limitations of different sources of evidence

Interpersonal and communications:
LEVEL C - Adapts communications effectively:

• Tailors communication (content, style and medium) to diverse audiences
• Communicates equally effectively at all organisational levels
• Understands others’ underlying needs, concerns and motivations and communicates effectively in sensitive situations
• Resolves intra-team and inter-team conflicts effectively

Collaboration and partnering:
LEVEL C - Builds strong networks internally and participates actively in external networks and think tanks:

• Builds strong networks internally 
• Participates actively in external networks and/or think tanks.
• Engages with relevant experts to gather and evaluate evidence
• Shares and implements good practice with internal and external peers

Leading and motivating people:
LEVEL C - Effectively leads and motivates others or direct reports:

• Gives regular, timely and appropriate feedback,
• Acknowledges good performance and deals with issues concerning poor performance
• Carries out staff assessment and development activities conscientiously and effectively
• Develops the skills and competences of others through the development and application of skills
• Coaches and supports team members when they have difficulties

Flexibility/ adaptability:
LEVEL C - Supports others to cope with pressure:

• Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems and supports others to do the same
• Adapts team approach, goals, and methods to achieve solutions and results in dynamic situations
• Sets realistic deadlines and goals for self or team

Living the values:
LEVEL C - Supports others to live Malaria Consortium’s values:

• Demonstrates personal integrity by using role position responsibly and fairly
• Cultivates an open culture within the wider team, promoting accountability, responsibility and respect for individual differences

Strategic planning and thinking and sector awareness
LEVEL B - Is aware of others’ activities and vice versa in planning activities:

• Takes account of team members and others’ workloads when planning
• Maintains awareness of impact on other parts of the organisation, keeping abreast of other’s activities, objectives, commitments and needs
• Has a good understanding of the sector in which Malaria Consortium works

Salary
NGN 5,386,500 (Basic Pay)/ annum