Administration and Logistics Manager

Jhpiego is an international, non-profit health organization affiliated with the Johns Hopkins University. Jhpiego develops innovations to enhance the capacity of health care workers, strengthening health systems and improve delivery of care towards improving the health and well-being. Jhpiego has been collaborating with the Government of Malawi and various partners in implementing a wide-range of interventions in maternal, newborn and child health, family planning, HIV/AIDS prevention and care and treatment, since 1999. 

Jhpiego is seeking a highly qualified Administration and Logistics Manager. The Administration and Logistics Manager will be responsible for designing, implementing, and maintaining an operationally excellent system that demonstrates value for money and cost-effectiveness. This role includes maintaining on-site administrative and security systems to ensure the integrity, smooth running, and effective performance of the Jhpiego Malawi office.The position will also oversee coordination and allocation of all transport and manage other logistics as required. The Manager will ensure that all vehicles are well maintained to support smooth office and program operations and will implement fleet management systems such as vehicle tracking and fuel monitoring. Additional responsibilities include managing the shipping and registration of items imported into the country, participating in vehicle leasing as needed, and maintaining records to ensure compliance with Jhpiego and donor policies.

The Administration and Logistics Manager will be based in Lilongwe, Malawi, report directly to the Finance and Administration Director, and supervise the administration team

Administration

• Oversee and manage the administrative/office operations of the country office as well as satellite offices as needed, i.e. office security, travel, etc
• Manage office leases for the country office, the site offices and ensuring that renewals are initiated in a good time
• Ensure that administrative systems are established and implemented for office security, maintenance, office supplies and others as required for smooth running of the office.
• Manage build out of new offices, update the staff sitting plans and facilitate office moves.
• Act as the Security Focal Point for the Malawi country office.
• Oversee the security and safety of all Jhpiego Malawi offices and properties by implementing the guidelines in the Safety and Security Policy. For offices and leased properties outside of the central region, oversee staff who manage these properties and ensure adherence to the Safety and Security Policy.
• Ensure all resources and equipment required are sourced and supplied
• In liaison with the ICT Officer, ensure that the work connectivity is up and running. This includes cellphones and internet. Inform the IT Officer of persistent IT and connectivity issues.
• Review and maintain administrative files/reports e.g. office leases, vendor contracts, office supplies inventory, etc.
• Supervises overall office maintenance, cleanliness and security.
• Ensure that all offices including site offices are operation at full capacity
• Ensure all resources and equipment required are sourced and supplied
• In liaison with the ICT Officer ensure that the work connectivity is up and running. This includes cellphones and internet.
• Manage the office’s contractual files for offices
• Participation as required in internal procurement committee meetings
• Inventory /Asset Management and maintenance of an up to date insurance policies for assets and equipment
• Supervise the Administration Officers and perform annual appraisal for the aforementioned.

Transport and Logistics

Transport

• Ensures efficient operation of fleet management system in all Jhpiego Malawi offices.
• Coordinate vehicle registration process/MRA processes
• Work closely with the Senior Finance and Administration Manager to review and regularly update transport policy
• Timely preparation and analysis of vehicles reports on a monthly basis and submission to Senior Finance and Admin Manager

Logistics

• Oversee shipment of equipment and educational materials; maintain records of shipping and receiving documentation. Coordinates with other divisions within Jhpiego to ensure timeliness.
• Assist with securing duty exemptions for shipments from the MRA
• Together with the procurement team, ensure all resources and equipment required are sourced and supplied
• Together with the stores coordinator and procurement team, ensure that all the supplies are distributed on a timely manner to the various field sites.
• Serve as a member of the security team for Jhpiego Lilongwe office.
• Perform or assume other duties as assigned by the supervisor to ensure the smooth functioning of all programs and the achievement of programs goals

 New Program Development/Business Development

• Contribute to proposal development and lead the MER component for all new business development activities in Malawi in collaboration with MER backstops.
• Identify opportunities for new program development using existing program platforms.

• University degree in Business Administration or Management.
• At least five (5) years’ experience in administration of large programs with an international organization
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• Sensitivity to working with multi-cultural groups
• Experience working on projects funded by international donors, including experience in developing and managing programs and budgets
• Proficiency in computer skills including demonstrated hands on-experience with MS Word, MS Power Point, MS Access and MS Excel.
• Good oral and written communication skills to effectively communicate findings and analyses
• Excellent organizational skills
• Good understanding of USAID rules and regulations
• Knowledge of financial management of USAID programs and JHU financial systems
• Ability to work in a complex environment charged with multiple tasks, short deadlines and intense pressure to perform.
• Motivated, passionate, and hard working.
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• Sensitivity to working with multi-cultural groups, especially in low resource countries
• Ability to develop productive working relationships with counterparts in other agencies and organizations worldwide
• Ability to handle a variety of assignments under pressure of deadlines

All staff irrespective of their position are expected to comply with and follow Jhpiego operational procedures and policies, and codes of conduct. 

                                       Jhpiego offers competitive salaries and a comprehensive employee benefits package.

                                                                     Please apply at www.jhpiego.org/careers

Applicants must submit a single document for upload, including a cover letter, resume, and references.

                       For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer and is committed to tough international child safeguarding standards.

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

RECRUITMENT SCAMS & FRAUD WARNING

Jhpiego has become aware of scams involving false job offers. Please be advised:

• Recruiters will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our careers page.
• Official Jhpiego emails will always arrive from a @Jhpiego.org email address.

Please report any suspicious communications to Info@jhpiego.org