Malaria Consortium Admin Officer Jobs in Nigeria

Malaria Consortium Admin Officer Jobs in Nigeria


Job Purpose

  • The 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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