Administrative Manager

Job Description Job Description Job title: Administrative Manager

Localisation

Department: Operations Reports to: Director of Site Operations Line Management

Formation / Diplômes

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening. PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world. Our Work In Sierra Leone: Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals. Position Overview The Administrative Manager provides leadership and coordinate the overall functioning of administrative support systems, office management, facilities management and support services for the Kono office and other locations. The role ensures efficient, compliant, and cost-effective administration that enables program and clinical teams to deliver on PIH-SL’s mission. The post-holder will manage office operations, General Program Equipment, procurement coordination, and administrative staff.

Responsabilités

Essential Duties and Responsibilities: Key Responsibilities

• 1. Office & Facilities Management Ensure PIH SL Offices and Guesthouses are well equipped, has sufficient levels of supplies (consumables, stationery, equipment) etc., is fully functioning, ensure its effective use and fit for purpose to enable all staff to operate with maximum efficiency. Oversee the overall maintenance of the residence and office premises, furniture, fittings and all equipment, cleaning (physical work environment) and ensure that these are secure and efficiently utilized. Develop and manage plans for office seating to ensure that all staff are suitably accommodated Serve as focal point for landlord, service providers, and government inspections. Ensure the office environment meets health, safety, and accessibility standards.
• 2. General Program Equipment (GPE) Procurement & Inventory Management Develop and maintain General Program Equipment Register; regularly evaluate equipment and plan/recommend up-grade for future needs and the disposal of obsolete items in line with PIH SL policy, take initiatives to promote best practices to save PIH SL resources and eradicate waste at all levels. Support procurement planning and coordinate with the Procurement team to ensure timely delivery of administrative goods/services. Manage and track all office and guesthouse supplies and consumables Submit accurate monthly stock consumption report for all supplies under his/her watch
• 3. Team Leadership & Administration Supervise and manage Administration team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly. Manage staff performance, schedules, leave, and training for the admin team. Maintain personnel files, contracts, and other admin records in line with HR policy.
• 4. Compliance, Risk & Budget Management Review and annually update all service contracts and leases and ensure they are kept up to date and that all leases are compliant with the Sierra Leone government regulations and other legal requirements. Ensure effective management of delegated budget lines for admin services in line with PIH SL financial management procedures. Support audit, donor compliance, and internal control processes for the admin functions. Prepare monthly admin reports and budgets/forecasts for the Freetown office.
• 5. Other Duties Provide administrative support to senior leadership and visitors. Act as Operations focal point in the absence of the Director of Site Operations. Perform other duties as delegated to you by your line manager that fall within the scope of work and role level. Education and Work Experience Requirements: Bachelor’s degree in Business Admin, Public Admin or related field.

Expérience

• 5 years + experience in admin/operations 2 + years managing teams. NGO experience preferred.

Good organizational skills, attention to detail, and the ability to work in a very fast paced deadline driven environment; the ability to conceptualize complex tasks and work independently; strong problem-solving skills; superior writing skills. Proficient in Microsoft 365 suite, including outlook and teams Ability to be resourceful and work with little to no supervision Prior experience supporting senior-level decision-makers on a close basis Fluency in English and excellent oral and written communication skills. Humility and flexibility. Capacity to enter each conversation as a learner and a teacher. Commitment to health as a human right and social justice required. Safe Guarding Partners In Health (PIH) is committed to ensuring that those who benefit from our work, including patients, families and community members, are treated with respect and dignity. We recognize that our work is rooted in vulnerable communities and, as a social justice organization, we are responsible for enforcing standards for the treatment of those we serve and consequences for those who fail to uphold these standards, which rest at the core of our mission—providing a preferential option for the poor. PIH does not and will not tolerate any individual associated with our work carrying out any form of sexual abuse or sexual exploitation including abuse of children. Print Employee Name: Employee signature :

[Click the Apply button below to apply, and Create my CV to build a CV tailored to this offer, professionally]