Malaria Consortium Recruitment for Office Manager

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.Malaria Consortium is recruiting to fill the position below:Job Title: Office Manager Department: OperationsOperations Length of contract: Indefinite Travel involved: Yes Reporting to: Line manager : Country Director Direct reports: Cleaner, Front Desk AssistantGrade: 8Hours: 40Job purposeThe 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 workThe 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 relationshipsThe 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 accountabilitiesLeadership (15%):Be a member of the Country Management Team (CMT), including the input into the country strategy developmentLine-manage assigned staff and provides oversight and management support whilst ensuring staff objectives are set and monitored in line with HR guidelinesRepresent and promote Malaria Consortium Nigeria as a quality partner and specialised technical agency where appropriateWith 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 policiesMaintain regular contact with field offices to ensure issues and concerns are identified and resolved pre-emptively, making regular field visits to support thisServes 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 registersFacility 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 mannerManage the Abuja office security guard provider to ensure the compound is secure at all timesManage the Abuja office generator (including maintenance, fuelling and monitoring) to ensure cost effective use of this assetManage 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 quarterlyManage IT support to Malaria Consortium Nigeria through external service providers, ensuring all IT equipment is maintained in a cost effective and timely mannerTravel (15%):National and international (via the global agent) flight bookingsAbuja hotel bookings, airport pickups and drop-offs and taxi hireProcurement (30%):Ensuring all procurements are managed appropriately and deliver best value for money to the organisationFinalise 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 ConsortiumLead 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 officesManage the procurement of all project printed material and training/conference facilities in AbujaBe the operations focal point on procurement review committees (PRC), presenting all procurements to the committee and minuting all PRC meetingsProvide accurate quantification and costs related to facility management, office setup and fleet management input into new proposal budgetsEstablish and ensure delivery of regular procurement from all locations in Nigeria to all relevant staff on a weekly basisSafety 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 CMTMaintaining the Abuja Safety and Security PlanDoing Safety and security inductions for all new staff starting in Abuja, and ensuring that the relevant form is signed and correctly filedDoing safety and security briefings for all visitors to Abuja, and ensuring that the relevant form is signed and correctly filedEnsuring Abuja staff complete relevant security trainingsEnsuring incident reports are completed for all incidents in Abuja, and all accidents are followed upBeing 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 protocolsProvide periodic training to field SSFPs on the MC policy.

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