Administration Officer at Malaria Consortium

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 are recruiting to fill the position below:

Job title: Administration Officer (BMGF)

Location: Niger
Grade: 6
Role type: National
Department: Operations
Length of contract: 4 years
Travel involved: In-country travel on occasion
Reporting to: Project Manager Direct reports: Cleaners
Dotted line manager: Country Office Manager

Country and Project Background

In Nigeria, many women of childbearing age (44,000) and children under-five (940,000) die annually from preventable and treatable causes (UNICEF/WHO 2012). While the trends show that Nigeria has made progress since the 1990s in reducing under-five and maternal mortality rates, the country remains the second largest contributor to under-five and maternal deaths in the world (UNICEF 2018).
Niger State Government is committed to improving her Health sector and articulated this state health plan and adoption of ‘primary health care under one roof’ policy to reduce fragmentation of services and to bring their management under one authority. The state leadership is also committed to increasing the number of primary health care centres in compliance with the national standards by having a focal centre per ward.
Niger State Government has also entered into a memorandum of understanding (MoU) with Bill & Melinda Gates Foundation (BMGF) to strengthen its primary health care (PHC) system. The BMGF component of the MoU is delivered through technical assistance grants implemented by other partners with a focus on strengthening: leadership and governance of health services, health care financing, Human resources for health, health information management, access to affordable medical products, service delivery and community engagement in health service delivery.
Malaria Consortium has recently received Bill and Melinda Gates Foundation four (4) year grant to provide ‘wrap- around’ technical assistance for implementation of the community based health service delivery component of the state plan through harmonizing and integration of the various health service interventions at the community level including maternal and child health services.

Job Purpose

The Administration Officer will be responsible for providing administrative support to the project office in Niger. This includes and not limited to providing and maintaining health and safety, effective running of the office at all times.

Scope of Work

The Administration Officer will manage the Niger office including its maintenance, landlord liaison, cleaners, generator management, security and IT.

Key Working Relationships

The Administration Officer will report to the Project Manager and will work closely with the team to provide them with the required administrative support.

Key Accountabilities
Office Management: Administration and Logistics – (55%):

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 project;
Responsible for procurements of assets 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 Manager on difficulties and other office maintenance issues;
Manage the Office generator to ensure it is serviced based on a preventative servicing schedule, that the fuel is managed appropriately with relevant stock management document and the logbook is completed by the security guards, with logbook data analysed to ensure efficient running of the generator;
Manage the office security provider to ensure that the office has effective security 24/7.
Manage the office ICT support provider to ensure all ICT assets are maintained in good working order, to support Malaria Consortium staff in completing their daily activities;
Organise, monitor and manage staff mobile phone credit
Act as a fire warden and first aider

Programme support – 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;

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 5 years’ experience working in an operations related role specifically in administration and logistics
Previous experience in procurement 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

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 B – Manages own development and seeks opportunities:

Actively manages own development and performance positively
Learns lessons from successes and failures
Seeks and explores opportunities within Malaria Consortium which develop skills and expertise

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: