Marie Stopes Nigeria (MSN) Job Recruitment (4 Positions) - Abuja

Marie Stopes Nigeria (MSN) is a results-orientated non-profit Social Enterprise, which uses modern management and marketing techniques to meet the needs of the underserved and dramatically improve access to high quality family planning and other reproductive health services in Nigeria. MSN is part of Marie Stopes International’s Global Partnership, which operates in over 42 countries worldwide.

MSN is currently engaged in creating and expanding access to reproductive health (RH) services for low income women and couples in Nigeria. The outlets for its RH services include MSN owned static clinic and rural Outreach programs. MSN has now finalized preparations to launch social franchising as its third outlet for the delivery of RH services through networks of private providers.

The core responsibility of this posts is to use your:

• Initiative
• Energy
• Persistence
• Results Orientation
• Drive
• Integrity
• Enthusiasm
• Commitment to personal development

To further MSI’s partnership mission of: empowering individuals to have children by choice not chance

1.) Grants Accountant

Location: Abuja

Reporting to: Finance Director

The Grant Accountant is a managerial role that will closely support the project management teams to implement projects to budget and in time.

Responsibilities:`

• Cost project activities and prepare project budgets project / work plans and donor requirements, ensuring that the full cost of implementation is  budgeted
• Ensure MSN’s co-funding /cost-share liability is minimized and wherever possible funded by another donor
• Monitor actual spend against project budgets, producing monthly spend-to-date reports, and feeding back to the project teams on over / under spend at regular project meetings
• Ensure a proper Transaction Filing System is maintained for all projects
• Ensure that the appropriate level of cash is available to project teams at all sites
• Prepare and submit all project financial reports as per project contracts and / or MSN’s request
• Ensure financial compliance with contracts, donor, and MSN regulations
• Facilitate internal and external compliance audits
• Any other duties requested by the Finance Director or other senior management team members

Qualifications, Capabilities/Skills and Experience

• 5 years experience in a similar role within an NGO or similar organization
• A relevant tertiary qualification
• Proficiency in Microsoft Outlook, Word, and Excel
• Excellent interpersonal communication and negotiation skills
• Fluent in English with excellent verbal and written communication skills
• Ability to multi-task, manage a workload and produce high quality, on-time work
• Agreement with the MSI Global Partnership’s Mission, vision and Goals (please see: www.mariestopes.org)

2.) Administration Manager

Location: Abuja

Reporting to: Country Director

As the head of the Administration Team, which includes the Procurement and Logistics Team, the Administration Manager has overall responsibility for all administrative functions of the organization.

Responsibilities:

• Lead the Administration Team, which includes the Procurement and Logistics Team, ensuring that each team member fulfils his or her duties as laid out in their job framework. Ensure team members are highly motivated, operate with Integrity and discipline, remain on target, customer focused and demonstrate behaviour consistent with MSN’s culture and mission.
• Provide administrative support to all MSN teams at both the head office and regional offices. Ensure that support is high quality, delivered on-time and within budget.
• Work with your teams to assess internal and external client’s needs, set goals and targets, review performance. Seek regular feedback from internal and external clients to identify and close gaps between client’s needs and your team’s services
• Identify and install new technologies and systems to improve transparency and efficiency within your teams
• Ensure that team members operate according to rigorous, documented systems and procedures that are in line with MSN’s and MSI’s policies, donors’ requirements, and best practice. Identify gaps in procedures and policies and adapt existing policies or create new ones to fill those gaps
• Constantly strive to improve your teams’ capacity through on-the-job training, formal courses, exchange visits and other channels
• Ensure that assets are property secured, stored, handled, transported, used and where necessary disposed of, and take proactive steps to guard against loss of assets
• Ensure that proper controls are in place to guard against fraud, embezzlement or any other type of misconduct that will result in a loss of assets, and damage MSN’s reputation
• Demonstrate a strong commitment to MSN’s mission and goals and encourage a similar commitment from all team members. Represent your teams at senior management meetings and other forums
• Actively contribute to the strategic direction and planning of the organization
• Travel as required both within Nigeria and outside Nigeria
• Any other duty reasonably assigned by the Country Director

Qualifications, Capabilities/Skills and Experience:

• A minimum of 8 years experience in a similar role within an NGO or similar, a relevant tertiary qualification
• An excellent track record of leadership, communication and team building
• Fluent in English with excellent verbal and written communication skills
• Excellent ability to manage a broad portfolio of work delivering high quality, cost effective and time-bound results
• Agreement with the MSI Global Partnership’s Mission, Vision and Goals (please see www.mariestopes.org)
• Fully computer literate, valid driver’s license

3.) Administration Officer

Location:  Abuja

Reporting to:  Administration Manager

Responsibilities:  

• Oversee flight bookings, and arrangements for accommodation, airport transport, visas, per diems and any other support required by team members and visitors to MSN
• Manage the use of MSN’s fleet of vehicles and where necessary of taxis and contracted vehicles in accordance with MSN’s Travel Policy and Security Policy, ensuring cost-effectiveness and safety are prioritized.
• Ensure that the head office, including the surrounding property, is well maintained, decorated and cleaned and exudes international reputation for quality and professionalism
• Provide support to regional offices and clinics in ensuring that standards of maintenance, decoration and cleanliness similar to that of the head office are maintained
• Ensure that property leases are maintained and that MSN and landlords or their agents fulfil their respective duties as outlined in leases
• Ensure that MSN’s IT systems and infrastructure are kept in proper working order, protected from viruses and hackers, that software is licensed, and that data is backed up and stored securely off-site
• Ensure that all MSN team members have access to the they require and that IT support can be accessed quickly so as to minimize downtime.
• Work closely with the Procurement and Logistics team to ensure that all IT equipment purchased is good value for money, and fit-for-purpose
• Manage MSN’s Fixed Assets ensuring that all assets are labelled and that a list of all assets and their location is kept up to date by conducting regular audits. Ensure that similar a conducted in regional sites. Highlight discrepancies to the Senior Management Team.
• Where requested, plan, budget and organize events sourcing suitable venue, accommodation, meals and refreshments, equipment, stationery, invitations and information packs, and any other logistical requirements
• Ensure costs are kept to budget
• Assist the senior management team and trustees with all duties related to compliance with MSI and relevant government authority policies
• Take minutes of senior management and trustees meetings
• Other duties as assigned by the Administration Manager

Qualifications, Capabilities/Skills and Experience

• A minimum of 3 years experience in a similar role within an NGO or similar organization
• A relevant tertiary qualification
• Proficiency in Microsoft Outlook, Word, and Excel
• Excellent interpersonal communication and negotiation skills
• Fluent in English with excellent verbal and written communication skills
• Excellent ability to multi-task, manage a workload and high quality, on-time work
• Agreement with the MSI Global Partnership’s Mission Vision and Goals (please see www.mariestopes.org)

4.) Procurement & Logistics

Location: Abuja

Reporting to:  Administration Manager
 

Responsibilities

Procurement:

• Oversee the MSN’s complete procurement process from sourcing suppliers to delivery
• Ensure that a robust system for logging, prioritizing and monitoring progress on procurement requests is maintained
• Negotiate pricing, terms and conditions, delivery schedules, lead time and contingency in line with the specific needs of MSN
• Manage supplier contracts to ensure they are advantageous to MSN and reflect the current market. Maintain and regularly review a list of pre-qualified suppliers.
• Conduct supplier appraisals in line with risk management strategies and ensuring MSI’s quality assurance policies are adhered to for qualifying products
• Ensure that all MSN procurement complies with MSI’s, MSN’s and relevant donors procurement policies and that complete procurement records are readily available for internal and external audits
• Ensure that the procurement process is entirely transparent, that adequate controls are in place, and that complete records are kept of every transaction.

Stock management and logistics

• Formalise and implement MSN stock management policy and system
• Ensure that appropriate stock levels are maintained at all sites, monitor stock levels, consumption and lead times and raise alerts when stock levels reach re-order points
• Conduct monthly stock takes and reconcile physical stock with stock records, calculate and report stock value and consumption on a monthly basis
• Ensure that all stock records are complete, accurate, and up to date in accordance with the MSN’s and / or the donor’s requirement

Fleet Management:

• Ensure that MSN vehicle service plans are maintained in accordance with warranties and or MSN policy
• Ensure that vehicles are kept secure and monitor vehicle tracking reports to ensure that vehicles are used appropriately. Monitor and analyse vehicle log books to ensure that use of fuel, oil and other vehicle consumables are controlled

Drug Registration and/or Importation

• Where MSN decides to register a drug, medical device or equipment:
• Investigate registration requirements, work with MSI to source a suitable supplier and obtain the required documentation for registration
• Ensure that all documentation required for registration is submitted to the appropriate authority, where necessary identify and contract a suitable local agent to manage the registration process
• Any other task reasonably assigned by your Line Manager

Qualifications: Capabilities/Skills and Experience:

• 5 years experience in a similar role within an NGO or similar organization
• A relevant tertiary qualification
• Proficiency in Microsoft Outlook, Word, and Excel
• Excellent attention to detail
• Excellent interpersonal communication and negotiation skills
• Fluent in English with excellent verbal and written communication skills
• Excellent ability to multi-task, and produce high quality, on-time work
• Agreement with the MSI Global Partnership’s Mission, Vision and Goals (please see www.mariestopes.org)

Application Closing Date
3rd August, 2012

How to Apply
If you are interested in applying for any of these positions, please send your application and CV (as a single document) to: [email protected]  quoting the position & location applied for as the subject of the email. Applications that do not follow this format will not be considered. Deadline for application is on or before close of business on Friday 3rd August 2012.