Administrative and Logistics Office

Job Description

Internal/External Vacancy Announcement 

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins  University. For 40 years and in over 155 countries, Jhpiego Corporation has been providing  technical support to the Ministries of Health in partner countries across the globe for the past 40  years in a variety of technical areas including cervical cancer treatment and prevention,  community health, HIV and AIDS, maternal and newborn health, health workforce capacity  development (both Pre-service and in-service), family planning, malaria, and IPC/WASH. 

Job Overview:  

To be responsible for assisting in the performance of duties related to motor vehicle fleet including  such operations as the acquisition, and distribution of vehicles, procurement of repair services,  administration of billing and payment, preparation of vehicle registration, maintenance of rules  and regulations and to do related work as required. The assistant will also be responsible for  dispatching drivers, monitoring vehicle movements, tracking fuel usage and consumption rates,  and arranging for rental vehicles as necessary. The assistant will also serve as the direct liaison  with the office travel agency and car hire services to track and manage planned and actual staff  travel and ensure all travel is conducted, reported, and paid according to Jhpiego and donor  regulations. 

The following vacant position is available for immediate filling: 

 Position: Administrative and Logistics Officer (1 position) 

 Job Location Freetown 

Reports to: Procurement Manager 

SUMMARY JOB DESCRIPTION 

The Administrative and Logistics Officer is responsible for the overall operations of the Jhpiego  Sierra Leone office for office facilities maintenance (including utilities), inventory management,  vehicle maintenance tracking, and travel coordination. Responsible for all Jhpiego Sierra Leone  office logistical operations including management of commodities, supporting outreach services,  and warehousing/store management. 

Responsibilities:  

Assist the Admin, and logistics (procurement) Manager in; 

• Support the development of a consolidated procurement plan for all Jhpiego Sierra Leone projects and its implementation. 
• Establish a preferred vendors database for the Freetown office and additional in-country sites 
• Perform procurement functions including; soliciting quotations, negotiating prices, after-sale services with vendors, raising purchase orders/contracts, and verifying business registration and tax clearance certificates of vendors/suppliers for validity. 
• Generate Basis for Vendor Selection (BVS) and ensure that they are fully approved.
• Ensure that completed purchase orders are forwarded to the Finance Team for goods receipt and payment purposes and the Administrative Officer for inventory management purposes. 
• Ensure that invoices for vendors are submitted to the Finance Team for timely payment. 
• Assist in the clearance of shipments from customs or any other government body in collaboration with appropriate staff. 
• Work with Administrative and Logistics Officers to ensure that documentation related to the donation/handover of supplies or equipment to facilities supported by Jhpiego is properly kept. 
• Work with the Logistics Officer and Director of Finance and Operations to ensure all office equipment is captured in the inventory as soon as such has been delivered to Jhpiego Sierra Leone. 
• Provide support to the annual inventory counts as appropriate. 
• Provide support for VAT tracking, exemptions/refunds per country laws, and donor guidance
•  Maintain and update procurement records and ensure that copies are properly filed. 
• Implement the procurement policies/procedures as outlined in the Jhpiego Procurement Manual.
•  Assist in coordinating with Jhpiego Baltimore staff on approvals of POs/Contracts that require HQ approvals, shipments, clearing, and deliveries to the office. 
• Monitor open POs and advise on their status 
• Prepare the annual procurement plan 
• Do monthly reports on open POs 
• Provide secretarial services to the procurement committee

Office Management 

• Ensuring a secure office environment, including oversight of all security systems.
•  Ensuring the office’s high standard of cleanliness is always maintained with a focus on common  areas (reception, hallways, office compound, and lavatories). 
• Updating the staff seating chart and facilitating office relocation. 
• Assisting in lease negotiations for the Jhpiego Office and liaising with the main Country Office on  these matters. 
• For all Jhpiego Sierra Leone offices, serves as a reference point for all administrative needs or  questions. 
• Ensuring staff adhere to a printer and photocopier usage policy. 
• Monthly approval of vehicle logs maintained by the drivers. 
• Ensure office safety and security standards are met in line with the safety and security manual. 

Store and warehousing management 

• Maintain and regularly monitor office stores, ensuring that proper order quantities and re-order  points are established; Ensure the consistent supply of essential commodities to avoid interruption  in services. 
• Internal Order Requests when supply levels reach pre-determined re-order points.
•  Coordinates delivery of supplies and materials to sites. 
• Ensures that files are completed with the appropriate Goods Received / Services Rendered Note.
• Work with program staff and headquarters procurement and inventory managers to develop an  office inventory management plan. 
• Track and manage in-flow and distribution of materials, equipment, and supplies.
•  Oversee and manage inventory and storage spaces, including temperature-controlled storage  spaces. 
• Ensure delivery and pick-up/receipt of supplies as needed, occasionally outside of business hours.
•  Ensure adequate security measures for office and warehouse premises, including liaising with  security providers to ensure adequate security controls are in place. 
• Provides monthly and quarterly reports to stakeholders related to stores and usage. Logistics & Facilities and Maintenance  
• Facilitate logistic requirement needs for the office (including maintenance and repairs) and where  necessary support expatriates in logistic needs for their housing. 
• Develop and implement logistics and transportation procedures in conjunction with the  administrative assistant – Fleet and Head Driver at the central office. 
• Primary point of contact for all vehicle dispatching matters including local travel for Jhpiego staff  and coordinating staff pick-up for visiting international personnel. 
• In collaboration with the administrative assistant – Fleet, ensure that vehicles are maintained,  possess valid road tags, and are re-fueled at appropriate intervals.  
• Ensure vehicle maintenance tracking system is in place 
• Do drivers safety training for all drivers 
• Support the HR manager to ensure the safety and security of the office premises standards are  meet. 

Inventory Management & Control 

• Maintains general oversight of the stores, focusing on enhancing inventory management  protocols. 
• Works with the Head Driver on all fuel-related matters (sourcing, filling and control);
•  In collaboration with the IT Officer, conducts a periodic inventory review of furniture and  equipment. 
• Maintain Inventory/Assets Register. 
• Develop periodic disposition plans for approval by the Country Office. 

Travel Policy 

• Adheres and reinforces in Jhpiego Sierra Leone office staff the country office travel policy 
•  Negotiates favorable hotel rates both inside and outside of Sierra Leone for lodging and  conferences. 
• Works with the Program Assistants to facilitate in-country travel. 
• In periods of high activity, assists with the preparation of travel vouchers. 

Supervisory 

• Supervises and ensures the quality of the work of the Administrative Assistant and the  Administrative Assistant – Fleet  
• Conducts annual performance appraisals of the aforementioned staff.
• Conducts on-the-job training for aforementioned staff where needed and set performance targets.
•  Hold regular administration coordination meetings with staff. 

General 

• Supports the senior management team in the preparation of reports when requested
•  Actively participates in Internal Control Reviews and/or External Audits 
• Any other duty that may be assigned from time to time 

Required Qualifications:  

• University Degree in Business Administration from a recognized institution. 
•  Knowledge of the administration regulations of USAID programs;  
• At least five years’ experience in office administration, preferably with an international NGO  Knowledge, Skills, and Experiences: 
• Good understanding of development issues and Health in Sierra Leone (preferred);
•  Strong attention to detail and ability to juggle multiple tasks simultaneously.
•  Strong analytical skills and the ability to synthesize complex concepts and communicate them  effectively. 
• Ability to work effectively in teams as well as independently. 
• Excellent writing and verbal communication skills. 
• Fluent in English 
• Proficiency in software applications, databases, and spreadsheets including Microsoft Word and Excel 

Qualified persons are required to send their Curriculum Vitae (CV) and application letter to: sl recruitment@jhpiego.org 

Kindly state in the subject area the position and location you are applying for. CVs without  proper labeling will not be considered. 

Deadline for the submission of applications: 4th December 2024. Given the likely high number of applications, only shortlisted candidates will be contacted.