Job Vacancies at Malaria Consortium

Job Purpose

• The Logistics Officer will be responsible for general operational and logistics planning for Malaria Consortium activities in Nigeria with special focus on Abuja activities.

Scope of Work

• The Logistics Officer will support project logistics planning, implementation and regular updating.
• They will conduct general logistics and operations support in accordance with the Malaria Consortium policies.

Key Accountabilities
Travel management (40%):

• Organise and book all national and international flights based on approved Travel Authorisation Forms (TAFs)
• Organise all airport pickup and drop offs with Malaria Consortium or hired vehicles
• Provide international travelers with letters of invitation and visa support letters as required
• Prepare and coordinate the receipt of MC logistics brief for all planned travels internationally and locally in conjunction with other delegated admin personnel
• Record and submit a monthly movement tracker related to ocal and international flights based on TAFs received.
• Ensure the ‘Country Visitor Information Guide’ is up to date and accurate and available to visitors on the Malaria Consortium Intranet page
• Organise and book Abuja accommodation required by visitors or staff for work purposes.

Operations management (30%):

• Organising  general Malaria Consortium seminars/workshops/conferences including other related events as assigned
• Provide advice/support to project managers in designing and organising travel plans, events, workshops and conferences
• coordination of all logistics related procurements in line with  Malaria Consortiums standard procurement processes
• Coordinating, Organising and tracking of logistics briefs related to  MC Travel plans using flights, taxis, rental cars and/or Malaria Consortium vehicles as required .submitting documents as part of a monthly movement tracker
• managing all payment processes related to travel, logistics and event plans made on behalf of Malaria consortium
• Support on any other logistics and operations related task provided by line manager

​Fleet management (30%):

• Manage the Abuja based drivers, including planning the driver roster, driver training as required and performance reviews
• Conduct driving assessments for all new Malaria Consortium drivers in Abuja
• Ensuring that all drivers have valid driver’s licenses and have completed a valid eye test
• Ensure all Malaria Consortium vehicles in Nigeria are registered and have required vehicle insurance with submission of regular tracking tools on same
• Ensure logbooks are completed for all trips, with all logbook data collated into the Fleet monthly report for Malaria Consortium abuja office and coordinating the reports for other MC offices
• Provide monthly analysis of the fleet report to the Abuja Office Manager, including fleet costs analysis, issues and recommended actions for fleet improvements
• Manage all fuel usage and costs for Abuja based vehicle used by Malaria Consortium
• Source and book rental vehicles, following the Malaria Consortium Procurement Policy, as required to supplement Malaria Consortiums fleet needs.

Person Specification
Qualifications and Experience:

• Degree or similar qualification in Administration, supply chain management or related field
• At least 3-5 years’ experience working in an operations related role specifically in administration or event management
• Proven writing skills in English
• Ability to work effectively and sensitively with staff in other locations
• A collaborative and flexible style, with a strong service mentality
• Facilitation and coordination skills
• Excellent Microsoft skills
•  Attentive to detail
• Highly organised
• Flexible and self- motivated
• Excellent written and oral communication skills
• He/she must clearly display the ability to effectively prioritise and perform to tight deadlines.

Work-based Skills and Competencies:
Essential:

• Excellent interpersonal and communication skills
• Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint
• Demonstrable driving skills and a valid driving license.

Salary
Competitive.

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Job Overview

• Malaria Consortium is recruiting for a LGA Field Assistants to join our team in Kano, Kaduna, Jigawa and Niger offices.
• The position will support the Primary Health Care (PHC) departments in the local government areas (LGAs) of the intervention states to carry out SMC activities.  The LGA Field Assistant will embed within the LGA team to provide technical assistant in the implementation of SMC-related activities for pre-implementation/planning phase, during and post-implementation phases. 

Specific Activities for the Personnel
Programme Implementation, treatment tracking and management (70%):

• Support to implement all SMC activities at health LGA level, including timely implementation of work plan, planning meetings, commodity distributions and monitoring to avoid any stock out, Community mobilization activities, supervision, monitoring and reporting.
• Ensure accountability of received commodities and supplies through tracking consumption levels and review of reconciliation reports
• Responsible for capacity building of field partners (Supervisors, HFW, CDDs, and community mobilisers) through training, on-job support and quality supervision.
• Track program targets and timely implement the planned activities to ensure program meets targets and review reports from LGAs and HFW for accuracy and completeness prior to submission.
• Ensure implementation of activities is in line with the laid down protocols, by continuously monitoring and conducting supervision and on-job training of LGA, HFW and CHWs
• Maintain a good relationship and work jointly with – Public Health Officers and other partners to undertake home visits, meetings and to ensure health LGA’s ownership.

Reporting & data quality control (10%):

• Review all field implementer reports, provide feedback on areas which needs correction and submit the final hard copy report to the LGA Cluster supervisor after LGA Level approval.
• Assist ME Officer on the data quality queries and ensure identified issues are rectified in time.
• Ensure submission of EoC Report, success stories, trip reports etc. to keep the LGA cluster and State Programme Manager abreast with the project implementation at LGA level.

Coordination and Representation (10%):

• Responsible for overall planning and coordination of LGA and HFW/supervisors and CDDs during training and supervision visits.
• Liaise with key partners including LGA team, State MOH, Community leaders, other stakeholders (as necessary).
• Attend data validation meetings at LGA level and as directed by LGA cluster supervisor/State Programme Manager.
• Establish and maintain links with health and other nutrition services with special attention to referral cases.

Administrative and other duties (10%):

• Ensure the development of individual and team action plans to ensure role complementarities in achieving the set treatment target.
• Participate in the follow-up of supplies consumption.
• Overall planning of stock levels, making sure that they are sufficient for the operations at SMC sites.
• Ensure that all HF release physical inventory of all SMC commodities supplied at the end of each cycle.
• Any other duties as required by the line manager

Qualifications and Experience

• Clinical Officer, Nurse or Public Health, Sciences or development related qualification.
• At least two (2) years field experience in related field.
• Fluency in English, Hausa and/or other local languages is required
• Experience working in drug/commodity supply management, ME and logistics
• Ability to communicate effectively with a variety of audiences including LGA staff, HFW and community leaders.
• Experience of conducting quality supportive supervision and data use Desirable:
• A broad range of experience including logistics, training and capacity building ability.
• Experience of managing teams.
• Experience working at LGA level Work-based skills
• Good planning and organizational skills.
• Basic computer skills particularly Microsoft Office.
• Flexible, ability to work both as an individual and as a team member and under stress in what can be a harsh environment.

Salary
Competitive

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Locations: Abuja, Bauchi, Borno, Kebbi, Kogi, Nasarawa, Oyo, Plateau and Sokoto
Employment Type: Temporary, Contract
Duration: This is a fixed term contract for the period of 5 months

Job Purpose

• The Finance Assistant will provide finance functions including clerical work and accounting services of maintaining proper financial records of all transactions in accordance with MC financial procedures to the respective field offices.

Scope of work

• The Finance Assistant will be responsible for timely filing of field/country office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc.
• S/he will also ensure orderliness within the finance department.
• The Finance Assistant will deal with all payments documentation as well as advising the Project Manager, Technical Officer and Financial Accountant on the arising financial matters and sharing area of concern with suggested solution within he/her capacity.

Key Accountabilities
Finance work (50%):

• Review all transactions and ensure completeness of documentation and approvals.
• Review attendance using the approved Database and prepare payment schedules for participants of SMC personnel to ensure names in attendance sheet tally with Database and Schedules.
• Prepare payment vouchers, ensure correctness of cost classification and coding
• Receive payment advise and attached to relevant documents to file
• Preparing Payment schedule of all meetings, workshop and training participants and consultants
• Safeguarding the organisation resources by scrutinising all payment requests, TAFs, PRFs by adhering to the MC Manual, Policies and Procedures
• Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs.
• Work with Finance Officer to ensure PV is raised with all supporting documents for every payment made and filed.
• Advising the Finance Officer on the arising financial matters and sharing areas of concern with suggested solutions.
• Maintain an excel journal template for recording of all payments completed and share with Finance Officer weekly for posting.

Suppliers Invoice (15%):

• Track and receive all invoices from suppliers & vendors and prepare the Invoice authorisation forms
• Prepare all invoice payments and obtain approval from the authorised personnel

Operations related work (30%):

• In charge of archiving, scanning and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team.
• Ensure Finance Documents (PVs) are filled as per Malaria Consortium Finance Manual filing requirement.
• In-charge of collating timesheets of all field office staff.
• Keep tracker for all payment documents to ensure they are sent/ received to/in Abuja.

Perform other duties as require by Finance Officer, Accountant and Finance Manager. This will include but not limited to (5%):

• Support audit by making documents available.
• Support in Asset spot check and physical verification.

Requirements
The successful candidate will have:

• OND / HND or Bachelor's in Accounting
• Minimum of 2 years experience in a finance team, with at least one year in an      Accounts Assistant position.
• Desirable
• Experience in working in INGO an added advantage
• Good working knowledge of Microsoft Excel and other software skills.