Job Vacancies at Malaria Consortium – Apply Now

Malaria Consortium is recruiting for a State Administrative Officer to join our team in Niger.

Scope of work
The Administrative officer will be actively responsible for maintaining an effective and efficient workflow of the office through enforcing administrative and procurement processes related to the office/project. S/he will be directly responsible for the provision of administrative and logistics support in the office. S/he is accountable to the State Program Manager

Key accountabilities

Office Management: Administration and Logistics – (40%)

• Be the admin and logistics focal point in the MC focal office, providing efficient project support in line with Malaria Consortium Policies
• Lead in setting up a filling system for the office, ensuring ease of storage and retrieval of documents for both hard copy and soft copy filing requirements
• Responsible for administrative management of assets in line with MC policies as well as vendor management and other service providers contracting 
• Ensure that updated records and valid documentation of all vendors with any other service providers and consultants are duly registered on NAV after compliant supplier registration verification
• Manage all office equipment in an efficient manner ensuring regular servicing is carried out to MC generators, Air conditioners, IT equipment etc
• Organise and book all local state-based land travel on receipt of approved Travel Authorisation Forms (TAFs) in coordination with MC logistics officers
• Provide logistics briefs to all travellers related to received TAF’s detailing information on accommodation and movement vehicle arrangements and timelines
• Compile, file and upload on SharePoint on a monthly basis all administrative records as required by MC related to fuel usage, staff movement logbooks, stock records and asset registers etc.
• Manage the office security provider to ensure that the office has effective security 24/7.
• Work with the DMC in Malaria consortium abuja office to ensure all ICT assets for staff use in the project are maintained in good working order and managed in line with MC IT user policies 
• Organize, monitor and manage staff mobile phone credit

Procurement Support – (30%)

• Coordinate procurement actions in accordance with the Malaria Consortium Procurement Policy, ensuring that all documentation is completed, correctly approved and filed appropriately for future reference 
• Maintain a record of the status of all procurements, which will be shared weekly with all relevant staff so that they can plan for their arrival
• Process all related payments for procurements made within the specified timeline per MC agreements while ensuring documentation is complete and uploaded on SharePoint as at when due
• Upload and track all documentation related to MC Procurement processes on SharePoint and secure in line with Data protection policy requirements
• In line with the programme budget and working as guided by the Malaria consortium policy ensure value for money of all procurements for programme activities carried out in the state
• Conduct an annual market/price list survey for regularly sourced supplies to ensure Malaria Consortium is considering all qualified suppliers in the market for regularly required items

Programme Management support – (15%) 

• Coordinate internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements.
• Lead the compilation of participants list (i.e. CHWs, health facility staff, team supervisors, ward supervisors, state, and LGA supervisors), during MDA and other project events
• Responsible for coordinating the administration and logistics support for the programme office on all field related activities in the state;

Asset and Stock Management – (15%)

• Manage all project-based assets to ensure that they are registered, tracked, maintained and disposed of according to the Malaria Consortium Asset Management Policy
• Maintaining the Property Inventory Register for all office equipment (as per the Malaria Consortium Fixed Asset Policy) in the State
• Purchase and manage stocks, in accordance with the Malaria Consortium Inventory Management Policy
• Manage stationeries and office supplies for effective management and running of the office;

Person specification

Qualifications and experience:

Essential

• Degree or similar qualification in Administration or related field
• At least 2 years’ experience working in an operations related role specifically in administration and logistics
• Previous experience in procurement management, particularly within the donor funding environment
• Proven written and oral skills in English
• Ability to work effectively and sensitively with staff 
• A collaborative and flexible style, with a strong service mentality
• Effectively prioritise and perform to tight deadlines

Desirable

• Attentive to detail
• Highly organised
• Flexible and self-motivated
• Excellent written and oral communication skills
• Fire warden experience
• First aid competence
• Facilitation and coordination skills

Work-based skills and competencies:

Essential

• Excellent interpersonal and communication skills
• Good computer skills with proficiency in Microsoft Word, Excel and PowerPoint
• Ability to troubleshoot basic ICT issues

Desirable

• Good analytical skills

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The LGA Field Assistant supports the implementation of SMC activities at LGA, health facilities and household level. He/she is responsible for planning, implementation, reporting and coordination with local government representatives and community level stakeholders.

Scope of work

The role of LGA Field Assistant assist the quality implementation of delivery of SMC services at the community level by HFW/supervisors and CHWs through the timely delivery of SMC commodities and supplies and documentation of program activities. He/she interacts with the LGA management team, keeps them updated on the program progress and ensures high-quality SMC implementation.

Key working relationships

The LGA Field Assistant takes instructions from the State Technical Officer (STO) on the implementation of SMC activities. S/he gives feedback to the STO in form of basic documentations and to the M&E Officer in form of data entry for administrative coverage and supply chain management. S/he will also support the Finance Officer in getting account details of distribution personnel for payment.

Key accountabilities 

Programme Implementation, treatment tracking and management (70%)  

• Support implementation of SMC activities at health LGA level, including timely implementation of route plan, planning meetings, commodity distributions and monitoring to avoid any stock out, Community mobilization activities, supervision, monitoring and reporting.
• Ensure accountability of received commodities and supplies through tracking consumption levels and review of reconciliation reports
• Provide administrative support to training events field partners (Supervisors, HFW, CHWs, and community mobilisers).
• Track program targets and timely implement the planned activities to ensure program meets targets and review reports from LGAs and HFW for accuracy and completeness prior to submission.
• Ensure implementation of activities are in line with the laid down protocols, by continuously monitoring and escalating issues detected to the STO for mitigation 
• Maintain a good relationship and work jointly with – Public Health Officers and other partners to undertake home visits, meetings and to ensure health LGA’s ownership.

Reporting & data quality control (10%)

• Review distributors’ tally sheet, making corrections where necessary and entering the data on relevant data capturing platform
• Assist ME Officer on the data quality queries and ensure identified issues are rectified in time.
• Ensure submission of other reports to keep the STOL and State Project Manager abreast with the project implementation at LGA level.

Coordination and representation (10%)

• Ensure planning and coordination meetings are conducted as planned at LGA and community levels.
• Attend data validation meetings at LGA level and as directed by STO

Administrative and other duties (10%)

• Ensure the development of individual and team action plans to ensure role complementarities in achieving the set treatment target.
• Participate in the follow-up of supplies consumption.
• Provide information for overall planning of stock levels, making sure that they are sufficient for the operations at SMC sites
• Ensure that all HF release physical inventory of all SMC commodities supplied at the end of each cycle.
• Any other duties as required by the line manager

Qualifications and Experience

Essential:

• Clinical Officer, nurse, science, social science or Public Health qualification at minimum of diploma level
• At least two years field experience in related field
• Fluency in English, Hausa and/or other local languages is required
• Experience working in drug/commodity supply management, M&E and logistics
• Ability to communicate effectively with a variety of audiences including LGA staff, HFW and community leaders
• Experience of conducting quality supportive supervision and data use

 Desirable:

• A broad range of experience including logistics, training and capacity building ability
• Experience of supporting teams
• Experience working at LGA level 

Work-based skills:           

Essential: 

• Good planning and organisational skills
• Basic computer skills particularly Microsoft Office
• Flexible, ability to work both as an individual and as a team member and under stress in what can be a harsh environment
• Nigerian citizen (legal requirement)

Desirable: 

• Ability to speak and understand English

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