Administrative Officer (Adamawa) 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: Administrative Officer

Location: Adamawa
Employment Type: Full-time

Job Purpose

The purpose of this position is to provide administrative support to the Malaria Consortium office in the state.
The officer will lead the everyday administration of the office with support from the project staff.

Scope of Work

The Administrative Officer will provide general administrative and logistics support to the State 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 Working Relationships:

The AO will support the state office and will report to the State Project Manager and dotted line reporting to the Country Office 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%):

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.