Administrative Manager Job at FHI Nigeria

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Job Title: Administrative Manager

Req ID: 3327

Location: Abuja, NigeriaType: Nigerian National Only

Organisation: FHI 360 – Nigeria

Sector: Non-Governmental Organisation (NGO)

FHI/NIGERIA

Location: Country Office

Supervisor: Associate Director, Administration

Basic Function:

Under the guidance and supervision of the Associate Director for Administration, the Administrative Manager will ensure the smooth operation of the organization's facilities, inventory, fleet and travel management by implementing and evaluating maintenance and improvement programs as they relate to the continuous operation of the organization's transport fleet, facilities and buildings. He/she will work with the Director of Administration to take up the responsibility for effective utilization of resources including staff with diverse range of capabilities.

Duties and responsibilities:

1.   Work with the AD Administration to plan, organize and oversee the multi-functional provisions of logistical and administrative support to FHI 360 Nigeria.2.   Supervise and take responsibility for staff who oversee the upkeep, rehabilitation and maintenance of the entire FHI360 facility, including the physical building structure, all mechanical, electrical, and related equipment in accordance with energy conservation and preventive maintenance programs.

3.   Ensure the implementation of programs that will provide efficient usage of the organization's fleet and facilities.

4.   Keep abreast of fleet administration standards and vehicle operating policies and procedures and advice the AD Administration accordingly.

5.   Coordinate fleet-related risk management trainings, such as safety and accident prevention programs.

6.   Work with the respective desk officers to assign and verify completion of all repairs, replacement, renovation projects of FHI 360 facilities and equipment and ensure quality of work.

7.   Ensure the maintenance and tracking of inventory/stock of all office equipment, expatriate household equipment, furniture and fittings, and coordination of state offices inventory records, request replacements or new supplies.

8.   Make periodic visits to field offices of all FHI Nigeria projects, and from time to time, to its partners or implementing agencies, to provide administrative support, advise and build the capacity of FHI/Nigeria partners.

9.   Perform other relevant duties as assigned.

Knowledge, Skills & Attributes:

1.   Demonstrated ability working on complex activities simultaneously.

2.   Ability to supervise, maintain confidentiality and use sound judgment on sensitive matters.

3.   Proven proactive skills in identifying cost savings, cost avoidance and efficiency opportunities.

4.   Ability to develop effective work plans and priorities in order to meet business objectives.

5.   Demonstrated expertise in building effective relationship with key internal customers and other key stakeholders.

6.   Technical understanding of office equipment and building construction and maintenance.

7.   Good analytical, numerical and problem solving skills.

8.   Ability to adapt easily to changing needs and patterns of work.

9.   Good report writing and documentation skills

10.   Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint

11.   Ability to identify and resolve problems in a timely manner.

12.   Ability to manage tight deadlines and deliver high volumes of work with minimal or no supervision.

13.   Ability to travel on a regular basis (up to 40%).

Qualifications and Requirements:

1.   BS/BA in Business Administration, Engineering, Estate Management or related field with 7-9 years relevant experience with at least 5 years of supervisory experience in operations, maintenance, and/or administration of facilities/fleet management.

2.   or MS/MA in Business Administration, Engineering, Estate Management or related field with 5-7 years relevant experience with at least 5 years of supervisory experience in operations, maintenance, and/or administration of facilities/fleet management.

3.   Other relevant professional/management certifications will be an added advantage.

4.   Familiarity with donor-funded procurement rules and regulations (particularly experience with USAID procurement regulations) is required.  

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