Fresh Jobs at Malaria Consortium

Job purpose

The Senior Human Resources Officer will provide technical and administrative support to the HR Manager in relation to all consultancy engagements in the Nigeria country programme. This will include ensuring consistency of approach to processes and policies and maintaining high quality standards across all of Malaria Consortium, Nigeria.  

Scope of work

This position will work closely with the HR Manager in providing consultancy engagement and management support and related functions to the state, national office, and external partners.  The Senior HR Officer will line manage the HR Operations Officer and will consistently support in all aspects of consultant management, including developing and maintaining a consultant database, consultancy engagement tracker, and overall administration that will involve recommending fees, and evaluating, contracting and ensuring collation of documents for payment of consultants at the end of the assignments.

Key working relationships

Within this position, the key internal working relationships are with the HR Manager, West and Central Africa Programmes Director, HR Team members, Technical Leads, and Compliance & Data Protection Managers. They will also work closely with the wider team including colleagues in State Offices providing support in matters relating to short and long-term consultancy support.

Key accountabilities

Consultancy Database Management (10%)

• Create and maintain an up-to-date electronic consultant database for Nigeria on SharePoint, including all consultant documentation.
• Maintain a tracker of all consultancy engagements within Nigeria by project.
• Provide monthly reports on Nigeria consultancy activities

Consultant Engagement & Support (60%)

• Support technical managers to produce consultant Terms of References, and adverts and supporting documents ensuring quality and compliance to guidelines.
• Work with technical managers to run consultant procurement processes, including advertising, receiving applications, shortlisting, and selection.
• Evaluate consultants’ CVs viz a viz the Terms of Reference and recommend to manager’s appropriate fee rates using the fee setting tool.
• Arrange interviews, including correspondence with selected consultants working closely with the technical managers.
• Draft contractual documents for all national consultants and support the UK Office to draft contractual documents for international consultants, ensuring accuracy and authorisation at the correct level.
• Ensure prospective consultants provide professional indemnity and Group life Insurance before final engagement.
• Lead in the collation of consultant information required for HR polices and other HR related projects.
• Ensure feedback at end of assignment is provided from technical managers on consultant performance and held on file.
• Provide support to the technical managers in collecting relevant documents required for payment of consultants at the end of the assignment.
• Provide oversight support to the state offices to ensure compliance of HR policies in relation to engagement of short term consultants.

Briefing & Logistics (10%)

• Coordinate and schedule technical briefing and other appointments with the technical managers and consultants.
• Ensure consultants sign and observe all Malaria Consortium policies, particularly safeguarding, Criminal Offenses Declaration, Code of Conduct, and IT User Policy.

Compliance (10%)

• Provide oversight of the state offices to ensure compliance to Human Resources and other policies in relation to management of consultants.
• Advise technical managers in supporting partners to recruit and manage consultants, ensuring compliance to Malaria Consortium policies.

Other duties (10%)

• Provide support to the wider HR Team in the recruitment of staff, including shortlisting, interviewing, and contracting.
• Provide support to the HR Manager in responding to Employment Relations cases, including undertaking investigations.
• Support the wider HR team in providing training to staff on HR policies, procedures, and issues.
• Any other reasonable duties as may be designated to the role from time to time.

Person specification

Qualifications and experience:        

Essential:     

• Certificate in Human Resource Management, Business Administration or a related discipline.  
• Minimum of 3-years’ experience in a related role       
• Prior experience in a similar level role
• Experience in managing consultants/vendors
• Strong experience in record keeping/management.
• Knowledge of Nigeria employment law.

Desirable

• INGO experience will be an added advantage.
• Membership of HR professional body
• Willingness to learn new skills
• Knowledge of databases
• Flexible work style

Work-based skills:           

Essential:

• Commitment to maintain confidentiality of HR information
• Able to work on own initiative with limited supervision
• Excellent in English with good written and verbal communication skills
• Excellent attention to detail.
• Excellent interpersonal skills
• Very good in computer skills with high proficiency in Microsoft package
• Able to manage and priorities multiple tasks
• Resourceful - able to ‘think outside the box’

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Job purpose:

The Administration Officer will be responsible for providing general administrative support to Ondo and Anambra Net Campaign M&E Project for efficient project management.

Scope of work:

The Administration Officer will be actively responsible for maintaining an effective and efficient workflow of the office through enforcing administrative procedures to the office operating system and equipment. S/he will be directly responsible for the provision of administrative, personnel and logistics support in the office. S/he is accountable to the Senior Project Manager and will be based in Akure, Ondo State. 

Key working relationships:

The Administration Officer will report to the Senior Project Manager and will work closely with the Country office manager, Senior procurement officers, M&E Managers and Entomologist to provide project required administrative support.

Key accountabilities:

Office Management: Administration and Logistics - (55%)

• Be the operations, admin, procurement and logistics focal point in the field for the Ondo and Anambra Net campaign M&E project providing efficient program support in line with Malaria Consortium Policies.
• Lead in setting up a filling system for the office, ensuring ease of storage and retrieval of documents for both hard copy and soft copy; filing requirements.
• Responsible for overseeing all logistic arrangements including activity prep, securing accommodation, hall and transportation services while maintaining, travel itineraries of staff and short-term consultants (as applicable) to ensure proper delivery and satisfaction of service to the project.
• Responsible for procurements of assets in line with MC procurement policies as well as vendor management and other service providers contracting (including security and IT).
• Will ensure updated records and valid documentation all of vendors. And other service providers and consultants are registered on NAV after compliant supplier registration verification.
• Liaises with Country Office Manager on difficulties and other office maintenance issues.
• Manage all office assets in an efficient manner ensuring regular servicing is carried out to MC generators, Air conditioners, IT equipment Compile, file and submit all administrative records as required by MC related to fuel usage, staff movement logbooks, stock records and asset registers etc.
• Manage the office security provider to ensure that the office has effective security 24/7.
• Work with the ICT support team in Malaria Consortium Abuja office to ensure all ICT assets for staff use in the project are maintained in good working order and managed in line with MC IT user policies; organize, monitor, and manage staff mobile phone credit.

Programme support – 30%

• Coordinate internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements.
• Lead the compilation of participants list (i.e., CHWs, health facility staff, team supervisors, ward supervisors, state, and LGA supervisors), during MDA and other project events.
• Responsible for contracting short term consultants in state office in close communication with the HR manager at the country office and in line with the procurement policy.
• Responsible for coordinating the administration and logistics support for the programme office on all field related activities in the state.
• In line with the programme budget and working as guided by the Malaria consortium policy, ensure value for money of all procurements for programme activities carried out in the state.

Asset and Stock Management (15%)

• Manage all project-based assets to ensure that they are registered, tracked, maintained, and disposed of according to the Malaria Consortium Asset Management Policy.
• Maintaining the Property Inventory Register for all office equipment (as per the Malaria Consortium Fixed Asset Policy) in the State.
• Purchase and manage stocks, in accordance with the Malaria Consortium Inventory Management Policy.
• Manage stationeries and office supplies for effective management and running of the office.

Person specification:

Qualifications and experience:

Essential

• Degree or similar qualification in Administration or related field
• At least 5 years’ experience working in an operations related role specifically in administration and logistics
• Previous experience in procurement particularly within the donor funding environment
• Proven written and oral skills in English
• Ability to work effectively and sensitively with staff
• A collaborative and flexible style, with a strong service mentality
• Effectively prioritise and perform to tight deadlines

Desirable

• Attentive to detail
• Highly organised
• Flexible and self-motivated
• Excellent written and oral communication skills
• Fire warden experience
• First aid competence
• Facilitation and coordination skills
• Work-based skills and competencies

Essential:

• Excellent interpersonal and communication skills
• Good computer skills with proficiency in Microsoft Word, Excel, and PowerPoint
• Ability to troubleshoot basic ICT issues
• Desirable
• Good analytical skills.