KEY PERFORMANCE AREAS

General Office Administration and Coordination

• Take overall responsibility for the day to day running of the administration section and logistical support of the office.
  
• In close consultation with the Country Finance Manager, conduct periodical review, design and implementation/coordination of administrative systems and procedures that best fit the delivery of Country office activities in line with relevant m2m guidelines.
  
• Oversee the office reception and coordination of front desk customer service operations
  
• Ensure timely and accurate documentation and report dissemination
  

Procurement and Logistics

• Oversee the negotiations for corporate agreements on booking venues for M2M meetings, workshops, seminars, conferences office parties, etc and ensuring cost effectiveness of the same.
  
• Source vendors/service providers as required in accordance with the m2m procurement process.
  
• Coordinate key vendor/supplier relationships.
  
• Ensure that the Office has an up-to-date database of all the relevant service providers of venues for events and other administrative services.
  
• Contact vendors and source quotations for goods/services needed by m2m
  
• Work with the CFM to perform Competitive Bids Analysis for the Simple quotations (low value procurements)
  
• Coordinate implementation of the procurement function in line with m2m policy, statutory frameworks, donor requirements and international best practices
  
• In collaboration with the Finance Manager, manage the stocks and Inventory in line with relevant guidelines; of Receive goods into store/ warehouse & issue goods receive notes, and ensure safety and cleanliness of all items in the store
  
• Ensure Value for Money for all goods and services delivered to administration function
  
• Management of all m2m assets, performing regular asset verification, update the asset register and ensure safety of all assets where ever they are.
  

Fleet and staff travel operations

• Working with the assigned Driver, Coordinate receipt and consolidation of weekly travel plans
  
• Keep track of vehicle use and maintenance to ensure timely repair and servicing
  
• Ensure that staff and visitors travel and accommodation is well managed and coordinated efficiently in line with relevant m2m policies.
  
• Ensure all vehicles & motorcycles are comprehensively insured.
  

People Management and Supervision

• Manage performance of Drivers and Facilities Assistants, in line with the m2m performance management framework
  
• Institute mechanisms for dissemination and adoption of m2m policies amongst the Drivers and Facilities Assistants
  
• Promote a values-based culture amongst the Drivers and Facilities Assistants
  
• Institute mechanisms for promoting employee wellness for the Drivers and Facilities Assistants in line with m2m wellness framework
  
• Coordinate exit management for direct reports
  
• Perform any other duties assigned by the Country Finance Manager
  

QUALIFICATIONS

• A minimum of a Bachelor’s Degree in Procurement, Office Management, Administration majoring in Management or related field. Additional training or the experience in procurement, logistics and fleet management is an added advantage.
  
• At least 2 years’ experience in procurement or office administration preferably in an INGO
  
• Supervisory experience in managing a small team of other junior support staff, would be advantageous.
  
• Experience of working with local partners and District Local Government in Health, Education, HIV/AIDS or Child Protection program delivery.
  

COMPETENCIES

• A passion for m2m’s vision and mission
  
• A strong commitment to the m2m values of teamwork, diversity, integrity, passion, dedication, commitment, and compassion.
  
• Accountable for making decisions and managing resources efficiently
  
• Strong analytical skills with attention to details and accuracy
  
• Builds and maintains effective relationships with the team, colleagues, vendors and clients.
  
• Service Oriented with an ambition to deliver on commitments as per agreed timelines.
  
• Takes responsibility for own personal development and encourages others to do the same.
  
• Develops and encourages new and innovative solutions.
  
• A high degree of honesty, encourages openness and transparency.
  
• Approachable and a good listener.