John Snow. Inc (JSI) Recruits Office
Manager
John
Snow. Inc(JSI), a US based international
Public Health consulting firm manages five
projects/contracts through its integrated office in Abuja, Nigeria.
Through the Partnership for Supply Chain Management Consortium, JSl implements
the Supply Chain Management System (SCM) project for the US Government as part
of the US Presidents Emergency Plan for Aids Relief (PEPFAR). The purpose is to
establish and operate a safe, secure, reliable and sustainable supply chain
management system to procure pharmaceuticals and other products needed for the
care and treatment of persons with HIV/AIDS and related infections.
JSI implements the USAID: DELIVER project
funded by the United States Agency for International Development (USAID), a
global technical assistance project aimed at increasing the availability of
essential health supplies through procurement services and assistance designed
to strengthen health commodity supply chains in developing countries. JSl also
provides services under two contracts with the National Agency for the Control
e Aids (NACA), a Principal Recipient of Global Fund Round 5 and Round 8 grants.
Lastly, JSl is subcontractor for the
DFID-funded PATHS2 project, the purpose of which is to improve the financing
management, and delivery of sustainable, replicable, pro-poor health services
for common health problems in live states.
Job Position: Office Manager
Job Objectives
John Snow. Inc. is seeking to fill a newly
created position. Office Manager who will be expected to provide and oversee
all necessary management support to ensure smooth, efficiency and cost
effective operations of the JSl lntegrated Office and any field offices that
may be established in the future, in connection with the support of the five
projects/contracts described above.
The Office Manager will report to the
Director of Finance and Administration who will be his/her supervisor.
Responsibilities
Responsibilities may include, but are not
limited to, the following:
In consultation with the Director of
Finance & Administration (DAF) and the HR Administrator, supervise office
administrative staff as assigned by the DHF including but not limited to:
project drivers; office cleaners: receptionists; and administrative assistants.
Ensure the physical safety and security of
the project's Abuja office and in consultation with senior management, prepare
and review periodically, a comprehensive security & safety plan for the JSI
Integrated Office.
Provide senior management regularly reports
on security-related incidents encountered by project staff during official
business and on the security situation overall in Abuja and elsewhere; and
advice senior management regarding needed protective actions as appropriate.
Ensure constant provision of adequate
back-up electricity and water supplies, including negotiation and
administration of existing service contracts (Car hire, private security. etc)
In close consultation with the COP and DAF, ensure sufficient availability of
accessible parking for project and staff vehicles (per office policy) and for
project visitors.
Ensure that office premises arc maintained
in a clean and sanitary condition and that kitchen & bathroom fixtures. air
conditioning units, water dispensers and other office equipment are maintained
in good condition and repaired/replaced promptly when necessary.
Supervise the procurement of office
equipment and supplies and ensure an uninterrupted supply of office
consumables: ensure that all procurements are properly documented in accordance
with JSI and USAlD policies and procedures (multiple quotations, VAT exemptions)
and that newly acquired equipment is properly tagged; and maintain an
up-to-date inventory of all project owned asset.
Projected Real Estate Operations
In consultation with the COP and Director
of Finance & Administration, coordinate JSI Nigeria office .leasing in
.Abuja and elsewhere in Nigeria as necessary and appropriate, in accordance
with clearly specified statements of requirements and with JST and USAID
standards. rules and procedures.
When
necessary, organize, schedule and oversee the physical relocation of office
In close coordination with the HR manager
and in accordance with JSI and USAlD policies and procedures. maintain
up-to-date information on housing availability and prices in Abuja (and other
cities as necessary); and provide expatriate staff assistance in identifying,
leasing, and occupying suitable local housing
Project Transportation Services
Supervise and schedule project drivers.
Ensure that project vehicles are always
clean. well-maintained. and fueled in accordance with JSI office policies and
procedures; negotiate and administer long-term contracts with commercial
transport providers In Abuja and elsewhere as appropriate, in order to ensure
the provision of reliable. cost-effective transportation services to project
personnel and others while on ol1icial business; and to project staff for their
personal use in accordance with JSI office policies and Oil a full
cost-recovery basis.
Administrative Support
In close consultation with COP. DAF and
other staff, assist expatriate project staff and dependents and local staff to
obtain all necessary permits and documents from Nigerian Immigration and other
Government of Nigeria offices, including hut not limited to; visas. residence
permits, import licenses & customs clearances. vehicle registration &
insurance. Driver’s licenses. etc.
In consultation with DAF and other staff
arrange hotel reservations and airport transfers for visiting consultants and
staff; and provide all visitors with an up-to-date information packet, in
accordance with guidance from DAF and senior management;
Maintain an up-to-date 60-day forward
calendar of project supported visitors and distribute regularly to senior
management.
Assist newly arrived expatriate staff and
dependents to obtain temporary housing, to obtain local transportation services
as needed. and to identify and obtain other necessary service providers as
appropriate (e.g. schools, healthcare); and provide general assistance to
expatriate and dependents with the aim of accelerating their orientation and
smoothing their transition to life in Nigeria'.
Occasional office related events
In close consultation with COP and DAF,
identify possible venues and negotiate & administer contracts for the
provision of meeting space, accommodations. Transportation, food and
refreshments and other necessary services, in connection with periodic
project-sponsored events such as management retreats, all-staff retreats office
celebrations, etc.
Qualifications
Applicants for this position should possess
the following minimum qualifications;
University degree required (business or
administrative sciences strongly preferred)
At least five years' work experience
providing administrative and/or operations support to organizations in Nigeria
required (Abuja location preferred)
At least two years' experience providing or
assisting procurement services required
Experience with USAJD, DFlD. and/or
international NGOs strongly preferred
Strong computer skills, including
proficiency with Microsoft Office applications (Word, Excel, PowerPoint)
Strong English language verbal and written
communications skills
Good knowledge of Nigeria's geography &
transportation networks; previous work experience in multiple Nigeria locations
preferred.
Application Deadline
7th July, 2011
Method of Application
Interested applicants should submit cover
letter and resume by e-mail to:
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