Malaria Consortium Admin Officer Jobs in Nigeria
Malaria Consortium Admin Officer Jobs in Nigeria
Job PurposeThe purpose of this position is to provide Administrative support to the SuNMaP 2 program office in the state.
The officer will lead the everyday administration of the office with support from the project staff
Scope of work
The State Administrative Officer will provide general Administrative and logistics support to the Program office and ensure efficient use, functioning and management of the office.
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 Accountabilities
Office Administration - 70%:
Coordinate the day to day administration of the office with support from staff
Oversee 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;
Providing monthly reports on state activities as it relates to the admin, procurement and logistics to the office manager at the country office;
Lead in setting up a filling system for the office, ensuring ease of storage and retrieval of documents;
Develop and maintain effective maintenance procedure for all IT equipment and computer
in the office
Responsible for overseeing 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 projects;
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;
Line manages the officer driver, by providing supervision, coaching and mentoring support 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%
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 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;
Responsible for coordinating the administration and logistics support for 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
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
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 report
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
How to Apply
For more information and job application details, see; Malaria Consortium Admin Officer Jobs in Nigeria
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