John Snow. Inc(JSI), a US based international Public Health consulting firm manages five projects/contracts through its integrated office in Abuja, Nigeria. Through the Partnership for Supply Chain Management Consortium, JSl implements the Supply Chain Management System (SCM) project for the US Government as part of the US Presidents Emergency Plan for Aids Relief (PEPFAR). The purpose is to establish and operate a safe, secure, reliable and sustainable supply chain management system to procure pharmaceuticals and other products needed for the care and treatment of persons with HIV/AIDS and related infections.
JSI implements the USAID: DELIVER project funded by the United States Agency for International Development (USAID), a global technical assistance project aimed at increasing the availability of essential health supplies through procurement services and assistance designed to strengthen health commodity supply chains in developing countries. JSl also provides services under two contracts with the National Agency for the Control e Aids (NACA), a Principal Recipient of Global Fund Round 5 and Round 8 grants. Lastly, JSl is subcontractor for the DFID-funded PATHS2 project, the purpose of which is to improve the financing management, and delivery of sustainable, replicable, pro-poor health services for common health problems in live states.
Job Position: Office Manager
Job Objectives
John Snow. Inc. is seeking to fill a newly created position. Office Manager who will be expected to provide and oversee all necessary management support to ensure smooth, efficiency and cost effective operations of the JSl lntegrated Office and any field offices that may be established in the future, in connection with the support of the five projects/contracts described above.
The Office Manager will report to the Director of Finance and Administration who will be his/her supervisor.
Responsibilities
Responsibilities may include, but are not limited to, the following:
- In consultation with the Director of Finance & Administration (DAF) and the HR Administrator, supervise office administrative staff as assigned by the DHF including but not limited to: project drivers; office cleaners: receptionists; and administrative assistants.
- Ensure the physical safety and security of the project's Abuja office and in consultation with senior management, prepare and review periodically, a comprehensive security & safety plan for the JSI Integrated Office.
- Provide senior management regularly reports on security-related incidents encountered by project staff during official business and on the security situation overall in Abuja and elsewhere; and advice senior management regarding needed protective actions as appropriate.
- Ensure constant provision of adequate back-up electricity and water supplies, including negotiation and administration of existing service contracts (Car hire, private security. etc) In close consultation with the COP and DAF, ensure sufficient availability of accessible parking for project and staff vehicles (per office policy) and for project visitors.
- Ensure that office premises arc maintained in a clean and sanitary condition and that kitchen & bathroom fixtures. air conditioning units, water dispensers and other office equipment are maintained in good condition and repaired/replaced promptly when necessary.
- Supervise the procurement of office equipment and supplies and ensure an uninterrupted supply of office consumables: ensure that all procurements are properly documented in accordance with JSI and USAlD policies and procedures (multiple quotations, VAT exemptions) and that newly acquired equipment is properly tagged; and maintain an up-to-date inventory of all project owned asset.
Projected Real Estate Operations
- In consultation with the COP and Director of Finance & Administration, coordinate JSI Nigeria office .leasing in .Abuja and elsewhere in Nigeria as necessary and appropriate, in accordance with clearly specified statements of requirements and with JST and USAID standards. rules and procedures.
- When necessary, organize, schedule and oversee the physical relocation of office
- In close coordination with the HR manager and in accordance with JSI and USAlD policies and procedures. maintain up-to-date information on housing availability and prices in Abuja (and other cities as necessary); and provide expatriate staff assistance in identifying, leasing, and occupying suitable local housing
Project Transportation Services
- Supervise and schedule project drivers.
- Ensure that project vehicles are always clean. well-maintained. and fueled in accordance with JSI office policies and procedures; negotiate and administer long-term contracts with commercial transport providers In Abuja and elsewhere as appropriate, in order to ensure the provision of reliable. cost-effective transportation services to project personnel and others while on ol1icial business; and to project staff for their personal use in accordance with JSI office policies and Oil a full cost-recovery basis.
Administrative Support
- In close consultation with COP. DAF and other staff, assist expatriate project staff and dependents and local staff to obtain all necessary permits and documents from Nigerian Immigration and other Government of Nigeria offices, including hut not limited to; visas. residence permits, import licenses & customs clearances. vehicle registration & insurance. Driver’s licenses. etc.
- In consultation with DAF and other staff arrange hotel reservations and airport transfers for visiting consultants and staff; and provide all visitors with an up-to-date information packet, in accordance with guidance from DAF and senior management;
- Maintain an up-to-date 60-day forward calendar of project supported visitors and distribute regularly to senior management.
- Assist newly arrived expatriate staff and dependents to obtain temporary housing, to obtain local transportation services as needed. and to identify and obtain other necessary service providers as appropriate (e.g. schools, healthcare); and provide general assistance to expatriate and dependents with the aim of accelerating their orientation and smoothing their transition to life in Nigeria'.
Occasional office related events
In close consultation with COP and DAF, identify possible venues and negotiate & administer contracts for the provision of meeting space, accommodations. Transportation, food and refreshments and other necessary services, in connection with periodic project-sponsored events such as management retreats, all-staff retreats office celebrations, etc.
Qualifications
Applicants for this position should possess the following minimum qualifications;
- University degree required (business or administrative sciences strongly preferred)
- At least five years' work experience providing administrative and/or operations support to organizations in Nigeria required (Abuja location preferred)
- At least two years' experience providing or assisting procurement services required
- Experience with USAJD, DFlD. and/or international NGOs strongly preferred
- Strong computer skills, including proficiency with Microsoft Office applications (Word, Excel, PowerPoint)
- Strong English language verbal and written communications skills
- Good knowledge of Nigeria's geography & transportation networks; previous work experience in multiple Nigeria locations preferred.
Application Deadline
7th July, 2011
Method of Application
Interested applicants should submit cover letter and resume by e-mail to:
[email protected]