Vacant Job For 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: Operations Officer, Procurement Officer, Drivers, Front Desk Officer/Receptionist/Guards/Cleaners Country and Project Background

Malaria Consortium has been working in Nigeria since 2008. Working in partnership with the Ministry of Health and other partners (both international and national), we lead and support major malaria control initiatives in the country, providing technical support for malaria control; capacity building and training of health workers; health systems strengthening; behaviour change communications and community outreach and operational research, policy and advocacy
We use malaria as the entry point to supporting our stakeholders in reducing the burden of other infectious diseases like neglected tropical illnesses and other issues impacting on child and maternal health
We are currently working at all levels in the country, national, state, local and community with operational offices at the national and state levels
This position will support country office operations in line with Malaria Consortium global policy and in compliance with country legislation.

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%):

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
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)

Facility Management (20%):

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
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)

Travel (15%):

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

Procurement (30%):

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
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

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.

Qualifications and Experience Essential:

Educated at a Bachelor's 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:

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:

Develops the skills and competences of others through the development and application of skills
Coaches and supports team members when they have difficulties
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

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