Administrative Officer

Job Description

JOB DESCRIPTION

Job Title Administrative Officer

Organisation Sustainable Health Systems Sierra Leone (SHS SL)

Line Management: Finance and Administrative Coordinator, Sierra Leone  

Contract: 1 year. Possible extension, subject to funding

Overall Purpose of the Job

Point of contact for all employees, providing administrative and Human Resources support 

Person Specification – required knowledge, skills and experience

• Relevant qualifications in Business Administration or Human Resources Management
• Proven ability to manage multiple priorities at the same time. 
• Knowledge of donor compliance rules and regulations 
• Good interpersonal skills to establish effective working relationships within SHS SL and key stakeholders externally.  
• Able to communicate effectively at all levels within the organisation.
• Excellent IT skills and Human Resources Management
• Strong team player; able to 
  • work effectively under pressure, 
  • learn new skills
  • demonstrate patience to team members, 
  • explain financial responsibilities to team members, 
  • train others in financial management
• Willingness and ability to take the initiative in identifying problems, suggesting solutions, and implementing agreed solutions.
• Fluency in written and spoken English and Krio.
• An eye for detail and a concern for accuracy, together with the ability to keep sight of the broad picture. 

Main Duties:

Administrative Functions

• Maintains administrative staff by, upholding a safe and secure work environment, and also monitoring and controlling movement in and around the office.
• Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counselling, and enforcing systems, policies, and procedures within the administrative department.
• Provides supplies by identifying needs for the general office, establishing policies, procedures, as to usage and accountability.
• Provides communication systems by identifying needs; evaluating options; maintaining office equipment e.g., projector, laptops, office printers, photocopiers, Freezers, air conditioners and office furniture. 
• Align required printing materials and forms, negotiating usage, quality, delivery and inventory system.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Maintains continuity with other organizations, division, and local work teams by documenting and communicating actions, abnormalities, and continuing needs.
• Contributes to team effort by accomplishing related results as desired.
• Maintain and upkeep Top-up (phone credits) Close user group (CUG).
• Managing office supplies and ordering new supplies as needed.
• Systematically filing important SHS-SL documents.
• Forwarding all correspondence, such as letters and packages, to staff members.
• Scheduling meetings and booking conference rooms.
• Any other administrative duties as may be assigned by Supervisor or SHS Management

Human Resource Administration Minor:

• Be actively involved in recruitment by preparing job descriptions, posting advertisement and assist in the hiring process.
• Keep records of employees both hard and electronic copies
• Assist in performance management processes.
• Support the management of disciplinary and grievance issues.
• Assist in reviewing employment and working conditions to ensure legal compliance.
• Manage staff daily attendance.
• Maintain records of staff and consultants’ timesheets. 
• Any other HR duties as may be assigned by Supervisor or SHS Management

Qualifications:

• Education: Bachelors in Business Administration/Human Resource and Management
• Experience: Minimum 3 years post qualification experience of administrative work in any public or private sector organization. The length of required experience will be reduced for candidates possessing higher or meritorious academic qualification.

Application Process:

Submission of Application: Interested candidates should submit an application package consisting of:

1. A detailed Curriculum Vitae (CV).
2. Copies of relevant documents
3. A cover letter addressed to the Executive Director 

Submission Details: Applications should be sent to info@shssl.org and copied to rwilliams@shssl.org and hskamara910@gmail.com

Submission Deadline:  9th February 2024, at 5.00 p.m.