Malaria Consortium is recruiting for an Administrative Officer to join our team in
Ondo, Nigeria.
The purpose of this position is to provide administrative support to the Malaria Consortium office in the state.
The officer will lead the everyday administration of the office with support from the project staff.
The Administrative Officer will provide general administrative and logistics support to the State office
and ensure efficient use, functioning, and management of the office. This includes maintaining an updated
data bank of consultants, vendors, and stakeholders, as well as ensuring an effective maintenance system
for office equipment, including generators, photocopiers, computers and networks, printers, and other office assets.
The AO will support the state office and will report to the State Project Manager with dotted-line reporting
to the Country Office Manager. S/He will work together with the state team and country office staff in planning,
budgeting, scheduling, and coordination of project activities. S/He will also liaise with relevant country office
staff to ensure resources for scheduled activities are available on time and to the required standard,
including quantification of printed materials and ensuring logistics are in place.
Office Administration (70%)
Coordinate the day-to-day administration of the office with support from staff.
Oversee the management and maintenance of office assets, utilities, office equipment, consumables, and supplies.
Record and update office assets in the asset register.
Provide monthly reports on state activities related to admin, procurement, and logistics to the office manager at the country office.
Lead in setting up a filing system for the office, ensuring ease of storage and retrieval of documents.
Develop and maintain effective maintenance procedures for all IT equipment and computers in the office.
Oversee logistics arrangements including travel itineraries of staff and short-term consultants, ensuring proper delivery and service satisfaction.
Procure assets for the state office in line with Malaria Consortium’s procurement policies and manage vendor relations and contracting (including security and IT services).
Ensure updated records and valid documentation for all vendors, service providers, and consultants on NAV.
Negotiate with hotels, travel, and transport services, overseeing logistics for field/state activities.
Liaise with the Country Office on administrative and logistics difficulties and office maintenance issues.
Line manage the officer driver, providing supervision, coaching, and mentoring in vehicle movement planning and review.
Check and sign off on vehicle log sheets and driver time sheets monthly.
Programme Activities (30%)
Coordinate internal and external stakeholder or technical meetings, workshops, and seminars, including travel and accommodation arrangements.
Lead the compilation of participants' lists during MDA and other project events, including CHWs, health facility staff, team supervisors, ward supervisors, state, and LGA supervisors.
Contract short-term consultants in the state office in communication with the HR manager at the country office, following the procurement policy.
Coordinate administration and logistics support for the programme office on all field-related activities in the state.
In collaboration with the finance officer, ensure value for money in all procurements for programme activities within the state.
Qualifications & Experience
Essential
Bachelor's Degree in Administration, Social Sciences, Project Management, or a related field.
Minimum of 3 years' experience in a related role.
Previous experience within the INGO sector and in a related role.
Desirable
Resident in and having work experience in the State of Assignment.
In-depth experience in similar positions or assignments.
Ability to work independently in an organized manner within an integrated team.
Work-Based Skills & Competencies
Essential
Highly numerate and analytical.
Ability to work on own initiative and as part of a team.
Ability to work with minimal supervision.
Ability to multitask.
Strong Microsoft Office suite skills.
Superior attention to detail.
Excellent communication skills.
Budget development, work-plan implementation, and expense reporting skills.
Proven writing skills in English.
Excellent computer skills in MS Word and Excel.
Desirable
Demonstrable passion for Malaria Consortium’s mission; a strategic manager with integrity and desire to work in a dynamic environment.
Strong analytical skills and experience in interpreting a strategic vision into an operational model.
Ability to work effectively in a culturally sensitive setting.
A collaborative and flexible style, with a strong service mentality.
Knowledge of database tools will be an added advantage.
Due to the nature of this role, we will be reviewing applications on an ongoing basis, and the role
may be filled before the closing date. Early applications are encouraged.
About Malaria Consortium
Established in 2003, Malaria Consortium is one of the world’s leading non-profit organizations
specializing in the prevention, control, and treatment of malaria and other communicable diseases
among vulnerable populations.
Our Mission
Our mission is to save lives and improve health in Africa and Asia through evidence-based programs
that combat targeted diseases and promote Universal Health Coverage.