Supply Chain and Admin Officer Job 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: Supply Chain and Admin Officer Locations: Jigawa /Katisna, Sokoto, Zamfara Department: Operations Length of contract: 2 years Role type: National Grade: 6 Travel involved: Yes Child safeguarding level: Tbc Reporting to: Zonal Programme Manager/State Delivery Officer Job Purpose

To provide administrative, personnel and logistics support in the project offices in Jigawa/Katsina or Sokoto or Zamfara.

Scope of work

The Supply Chain and Admin Officer will be actively responsible for maintaining an effective and efficient workflow of the office through enforcing administrative procedures to the office operating system and equipment.
S/he will be directly responsible for the provision of administrative, operations and logistics support in the office.
S/he is accountable to the State Manager.

Key working relationships

The Supply Chain and Admin Officer will be a member of the programme implementation team and report to State Programme Manager and other project staff in delivering programme work plan.

Key Accountabilities Supply Chain (40%):

Ensuring that the supply chain team meets the needs of the programmes in a timely manner and does so in accordance with donor requirements, MC policies and procedures
Carries out timely booking of venues for seminars, conferences, workshops and other project activities
Sourcing of appropriate venues for seminars, conferences, workshops and other project activities
Ensures timely picking of consultants, visiting staff, and other stakeholders
Ensures project receives value for money for all procurements at all times
Manage the driver and project vehicle
Providing support on need basis to Malaria Consortium projects on filing, documentation and other related issues
Verify that supply chain policies and procedures are documented, disseminated and consistently applied within the state of operation; and updated when needed
Confirm that storage facilities comply to warehousing standards, and provision of EoC drug reconciliation report
Responsible for assets and inventory management meeting programme needs, eliminate losses and inform accurate and timely reporting
Ensure that compliance monitoring processes are developed and effectively implemented
Work with programme staff to ensure procurement planning and identification of operational support needs
Ensure proper tracking of master agreements and contracts to ensure availability of up to date and accurate information
Develops and maintains strong and effective relationships with service providers including hotels, care hire services, etc. for project activities

Manage and performs all administrative support in the office (40%):

Ensures all staff adhere to the office policies and general office procedure
Develops and maintains an effective maintenance procedure for the proper functioning of all IT equipment and computer networks in the office
Ensures proper management and maintenance of assets including office building, vehicles, equipment, etc.
Manages the filing system and storage of all administrative documents
Liaise with the Project Officers in coordinating meetings, workshops, seminars, travel arrangements and/or events
Liaises with National Office on administrative issues
Carry out other duties as assigned

Coordination/Feedback (15%):

Ensure smooth relationship with Country Office and Supply Chain Managers
Provide regular feedback to the country Supply Chain Manager in a timely manner
Provides support to the HR Manager on HR administration of related staff matters

Capacity building and Partners support (5%):

Organise and provide support to SMoH on supply chain management at state, LGA and health facility/community levels to improve commodity recording and reporting

Person Specification Qualifications and experience: Essential:

Proven previous experience in office management, Supply Chain and Logistics
Experience managing a medical supply chain and coordination
Good supervisory, inter-personal, communication and planning skills

Desirable:

Experience with good understanding, knowledge, document control, management, and operation office

Work-based skills and competencies Essential:

Strong analytical skills
Proven writing skills in English
Ability to work effectively and sensitively in developing countries
A collaborative and flexible style, with a strong service mentality
Negotiation, Facilitation and coordination skills

Desirable:

Demonstrable passion for Malaria Consortium’s mission; a strategic manager with integrity and a desire to work in a dynamic environment
Excellent computer skills in Excel and knowledge and use of database tools

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 A - Is a good and effective team player
Knows who their customers are and their requirements
Respects and listens to different views/ opinions
Actively collaborates across teams to achieve objectives and develop own thinking
Proactive in providing and seeking support from team members.

Salary N3,052,350. How To Apply Interested and qualified candidates should: Click here to apply Application Deadline 12th April, 2018.

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Sokoto State and 2 other locations