Administrative Manager

Responsibilities:

To oversee the provision of administrative support for programmes and Freetown office by;

• Ensuring that visitors, staff from other field locations and service providers receive the best reception services and that their needs are swiftly attended to.
• Ensuring that all programme office, systems office and team houses utility bills, subscriptions and rent are paid on time and the tenancy agreement conditions are being observed by both Concern and the Land Lords. Where you identify deviations advice the SD immediately for action.
• Ensure the safety of all Concern property including fire safety, availability of first aid and general safety management.
• Continuous improvement of the organizational image through ensuring proper office lay out and outlook by maintaining the office environment clean, well-organized and attractive to provide staff the comfort to perform their duties uninterrupted.
• Ensuring that other Administrative Services are provided in a timely and reliable fashion. This includes travel arrangements, conference/ workshop/meeting arrangements, accommodation for staff from other programmes and other official visitors, legal documentations for international personnel and visitors.
• Ensuring that housing of a suitable standard is provided for all international staff and that all rental properties are safe, secure and well managed. This will involve identifying suitable rental properties, supporting the process of negotiating and reviewing rental agreements.
• To ensure timely transfer of mails between Freetown & Magburaka offices through the pouch system.
• To ensure timely implementation of the e-signature process where signing is required across multiple offices for timely procurement needs.
• Place procurement requests for office equipment and supplies on timely basis and at right quantities.

Job Responsibility #2 Asset and inventory Management 

• Ensure all Concern property and equipment (air conditioners, copiers, fire extinguishers, electric appliances, etc.) are safeguarded and maintained appropriately through regular service contracts, as appropriate.
• Negotiate, prepare and monitor the equipment maintenance contracts as well as the contracts with all service providers; 
• Plan and initiate regular servicing for fire extinguishers, air conditioners etc;
• Advice the OD on terms and conditions of contracts relating to maintenance of equipment to ensure that payments are made as agreed.
• Maintain and continuously update as necessary, a full office and team houses inventory.
• Ensure regular and at least one physical count annually of the Inventory and produce the report.
• Advise management on disposal of inventory items.
• Consolidate quarterly the Office inventory of assets, office and project equipment, and other assets.
• Approve movement of inventory items within the office in collaboration with the Operations Director.

Job Responsibility #3 Internal and External communication and Liaison 

• Maintain good working relations with the local public administration and service providers and ensure Concern’s credibility is maintained at all times.
•  Communicate and liaise with Programs and System on issues pertaining to Admin.
• Support administrative positions in Area Offices through matrix line management, including provision of capacity building and technical support related to the administrative function.  

Job Responsibility #4 Health, safety and Security Management 

• Ensuring Concern’s and legislative health and safety standards are complied with.
• Ensure general Compound security as per guidance and the Security Management Plan.
• As office security focal point undertake duties outlined in the Security Management Plan, including awareness raising amongst the team, risk identification, ensuring that all incidents are reported as well as induction of new team members.
• Ensure security operational guidelines are well maintained by all Security Guards within the office premises.
• Maintain an ID card and screening system for visitors to the office.
• Ensure adequate security for all Concern assets 

Job Responsibility #5 Staff Management. 

• Assist in the recruitment of admin, domestic & security staff, offer appropriate induction and thereafter provide daily management as Concern’s standard procedures.   
• Manage and supervise Admin Assistant, Security Guards and Domestic staff including setting goals and objectives against set targets (Performance Development Reviews).
• Provide coaching and mentoring to Admin Assistant, Security Guards and Domestic staff.
• Properly organize & coordinate annual leave for domestic and security staff.

Job Responsibility #6 Legal and Administrative issues. 

• Liaise with Government agencies, local authorities, external organizations and INGOs on relevant legal and administrative issues relating to Concern’s operations in Sierra Leone, including maintaining an up to date tracking of documentation. This documentation includes, but is not limited to:

• Registration 
• Tax clearances
• Accreditation renewal and regulatory requirements
• Necessary expatriate paper work
• Accommodation leases and services contracts
• Health and safety standards
• Ensuring that all Concern offices and houses are compliant in health & safety and have the required fire certificates in place
• You will perform other duties as may be directed by line manager from time to time

Others:

• Be aware of, understand and comply with all of Concern’s policies and procedures (P4, finance, logistics, HR, security management etc.).
• Contribute to ongoing security management and planning as necessary.
• Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
• Undertake other related duties as may reasonably be assigned by the Country Director or the line manager.

• Degree in Business Administration or related field

Desirable

• 3yrs of relevant experience in a similar role working in an NGO environment
• Ability to work well under pressure and in response to changing needs
• Excellent interpersonal and communication skills, training skills and writing skills

• Leadership skills, personnel and team management including mediation and conflict resolution Good observation skills;
• Enthusiastic, energetic and motivated;
• Ability to influence others;
• Ability to work as part of a team for shared results and learning;
• Strong spoken skills in Temne and Krio;
• Valid motorbike license and ability to ride (desirable);

• Raising awareness and being updated on HIV & AIDS issues.
• Protecting him/herself and colleagues.

Sharing information with colleagues and avoiding stigma and discrimination.

Therefore, each staff member of Concern is expected to be sensitive to equality issues in their relationships with colleagues and in their work and to participate in implementation of gender mainstreaming plans, both at the workplace and in programmes.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.