Office Manager 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: Office Manager

Location: Abuja
Department: Operations
Operations Length of contract: Indefinite
Travel involved: Yes
Reporting to: Line manager : Country Director
Direct reports: Cleaner, Front Desk Assistant
Grade: 8
Hours: 40

Job purpose

• The Office Manager will manage all operations (facility, asset and fleet management, procurement, travel and safety and security) in the Malaria Consortium Abuja office, and provide procurement, asset management and safety and security support to state offices.

Scope of work

• The Office Manager will manage all operations in the Malaria Consortium Abuja office, and provide procurement, asset management and safety and security support to state offices.
• S/he will serve as the Abuja safety and security focal point.
• S/he will be responsible for delivery of support services on time at value for money to the projects and ensure that all operational documents and reports are completed in a timely manner and shared and filed to enable effective decision-making.

Key working relationships

• The Office Manager will be a member of the Country Management Team (CMT) and will report to the Country Director. They will supervise directly office support staff in Abuja office. Indirectly s/he will work with national and state based staff providing them with procurement, asset management and safety and support.
• The Office Manager will work with the Country Technical Coordinator, West Africa Programmes Coordinator, Country Finance Manager and programmes/project managers in delivering country strategic objectives.

Key accountabilities
Leadership (15%):

• Be a member of the Country Management Team (CMT), including the input into the country strategy development
• Line-manage assigned staff and provides oversight and management support whilst ensuring staff objectives are set and monitored in line with HR guidelines
• Represent and promote Malaria Consortium Nigeria as a quality partner and specialised technical agency where appropriate
• With CMT members and Project Managers, assist in transitioning between operational structures and strategies (i.e. opening, expansion, down-sizing and closing office and projects)
• Work with HQ, country office and project managers to resolve relevant outstanding audit findings and support offices to improve overall compliance with organisational policies
• Maintain regular contact with field offices to ensure issues and concerns are identified and resolved pre-emptively, making regular field visits to support this
• Serves as sectary to the review and updating of the risk register by the CMT for the country and support to Project Managers to review their respective project risk registers

Facility Management (20%):

• Ensure the efficient running of the Abuja offices, including ensuring office supplies, consumables and utilities are available and managed in a cost efficient manner
• Manage the Abuja office security guard provider to ensure the compound is secure at all times
• Manage the Abuja office generator (including maintenance, fuelling and monitoring) to ensure cost effective use of this asset
• Manage the Abuja fleet (drivers, preventative maintenance and adhoc repairs, fuel, insurance, incidents)
• Manage all Malaria Consortium Nigeria assets, ensuring they are recorded, monitored, repaired and disposed of as per Malaria Consortium policies, and the monthly and annual checks and quarterly
• Manage IT support to Malaria Consortium Nigeria through external service providers, ensuring all IT equipment is maintained in a cost effective and timely manner

Travel (15%):

• National and international (via the global agent) flight bookings
• Abuja hotel bookings, airport pickups and drop-offs and taxi hire

Procurement (30%):

• Ensuring all procurements are managed appropriately and deliver best value for money to the organisation
• Finalise and maintain the Country Procurement Strategy and setup and manage all Framework Agreements and Prequalified Suppliers as per the Malaria Consortium standard procurement process, ensuring value for money for Malaria Consortium
• Lead on the implementation and management of Malaria Consortiums automated procurement system (NAV)
• Ensuring correct and complete documentation is passed to Finance Department.
• Manage procurement of Abuja office supplies/fleet procurement, and office supplies/fleet procurement done in Abuja for field offices
• Manage the procurement of all project printed material and training/conference facilities in Abuja
• Be the operations focal point on procurement review committees (PRC), presenting all procurements to the committee and minuting all PRC meetings
• Provide accurate quantification and costs related to facility management, office setup and fleet management input into new proposal budgets
• Establish and ensure delivery of regular procurement from all locations in Nigeria to all relevant staff on a weekly basis

Safety and Security Focal Point (SSFP) (20%):

• Staying linked to security information in Abuja, including representing Malaria Consortium in NGO security networks, and providing regular updates to the CD and CMT
• Maintaining the Abuja Safety and Security Plan
• Doing Safety and security inductions for all new staff starting in Abuja, and ensuring that the relevant form is signed and correctly filed
• Doing safety and security briefings for all visitors to Abuja, and ensuring that the relevant form is signed and correctly filed
• Ensuring Abuja staff complete relevant security trainings
• Ensuring incident reports are completed for all incidents in Abuja, and all accidents are followed up
• Being the fire warden in Abuja (doing drills and maintaining equipment)
• Ensuring all movements in Abuja, and from Abuja to field offices are completed with safe vehicles which travel with suitable communications equipment and protocols
• Provide periodic training to field SSFPs on the MC policy.

Person specification, Qualifications and experience
Essential:

• Educated at a Bachelors level in relevant discipline or equivalent professional experience
• Demonstrated success as an office manager across all disciplines within regional or national environment
• Experienced in security and safety management in diverse operating environment including those similar to the North Eastern part of Nigeria
• Strong knowledge of major donors’ (USAID, DFID, UNITAID, BMGF, Global Fund, EU) policies and procedures regards to procurement, grant and financial management.

Desirable:

• Experience working in international NGOs
• Knowledge of global health sector

Work-based Skills and Competencies
Essential:

• Practised in contract negotiation and management
• Hands on-leader who is a strong motivator
• Strong proficiency with using MS Excel and data analytics
• Up to date knowledge of best practice using advanced operational and quality tools
• Experience in designing, writing and implementing policies and procedures

Core competencies
Delivering results (LEVEL C - Supports others to achieve results):

• Puts Displays a positive and enthusiastic approach and is not deterred by setbacks, finding alternative ways to reach goals or targets
• Supports others to plan and deliver results
• Supports others to manage and cope with setbacks

Analysis and use of information (LEVEL B - Uses evidence to support work):

• Identifies and uses various sources of evidence and feedback to support outputs
• Uses evidence to evaluate policies, projects and programmes
• Identifies links between events and information identifying trends, issues and risks
• Ensures systems are in place to address organisation needs

Interpersonal and communications (LEVEL C - Adapts communications effectively)

• Tailors communication (content, style and medium) to diverse audiences
• Communicates equally effectively at all organisational levels
• Understands others’ underlying needs, concerns and motivations and communicates effectively in sensitive situations
• Resolves intra-team and inter-team 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 reports):

• 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 C - Supports others to cope with pressure):

• Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems and supports others to do the same
• Adapts team approach, goals, and methods to achieve solutions and results in dynamic situations
• Sets realistic deadlines and goals for self or team

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 B - Is aware of others’ activities and vice versa in planning activities):

• Takes account of team members and others’ workloads when planning
• Maintains awareness of impact on other parts of the organisation, keeping abreast of other’s activities, objectives, commitments and needs
• Has a good understanding of the sector in which Malaria Consortium works.

Salary/Benefits

• N4,189,500 gross per annum
• National Benefits.

Application Closing Date
25th July, 2018.

Method of Application
Interested and qualified candidates should:
Click here to apply online

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