Job Description

Helen Keller International

Job Announcement

Admin & Operations Manager

Job Type: Full time

Location: Freetown, Sierra Leone

Start Date: 1st July, 2022

End Date: 30th June, 2023; Annual contract (renewable)

Reports to: Country Director

Open to Expatriates: No

Grade: K

Introduction

Helen Keller International is a global health organization dedicated to eliminating preventable vision loss, malnutrition, and diseases of poverty. Helen Keller Intl partners with communities that are striving to overcome longstanding cycles of poverty and is devoted to scaling up evidence-based, cost-effective solutions to improve care practices and ensure that basic health interventions reach vulnerable people, with a focus on women, youth, and children.

Helen Keller Intl has been operating in Sierra Leone for nearly 20 years in support of the Nutrition and Neglected Tropical Disease (NTDs) components of the National Health Development Plan of the Ministry of Health and Sanitation, as well as food security component of the Ministry of Agriculture.

The Admin & Operations Manager will be responsible for the day-to-day administration and operations of the HKI Sierra Leone country office. The post holder will support the Country Director to ensure that the organization’s resources are used in the most cost-effective manner complying with organizational policies.

Key Responsibilities

• • Lead and coordinate the overall operations and administration of the HKI Sierra Leone Country Office (CO)
  • Plan and budget for operational effectiveness in conjunction with other staff in the CO, as needed
  • Participate in and contribute to the Country Management Team
  • Ensure procurement of office and/or programmatic supplies are in line with procurement policies of HKI including but not limited to updating of procurement plan, coordination with vendors/suppliers, Watchdog clearance, reviewing POs, taking part/overseeing procurements, etc.
  • Ensure effective management of HKI assets in line with donor and HKI policies
  • Ensure IT systems are in accordance with HKI requirements, and all IT requests (including troubleshooting) are dealt with efficiently
  • Oversight of server and network hardware and scheduled maintenance
  • Vehicle scheduling and management including for field trips

• Ensure effective fuel reconciliation
• Maintain fleet to legal standards including registration of licenses and insurance policies
• Overseeing security company/guards’ performance and office access
• Ensuring the office building is always well maintained and functional for HKI business
• Ensure visitor management, as needed including but not limited to visa, accommodation, etc.
• Establish and/or manage an efficient filing system for important office documents
• Ensure timely renewal of office and residential lease agreement, as needed
• Ensure international staff admin/operational needs management including but not limited to visa, working permits, residential permits, etc.
• Lead the registration renewals/new applications with different MDAs and MoPED
• Act as focal point for security in the CO
• Ensure the Country Office Security Plan and Visitors Guide remains up-to-date
• Provide staff orientation on safety and security
• Ensure security-related updates and information is circulated to staff in a timely manner
• Manage admin and operations staff for the CO – drivers, logistics staff, procurement staff, admin staff, cleaners, receptionist, etc.
• Carry out additional tasks, as delegated by the Country Director.

 

Qualification and experience:

• A bachelors’ degree in a relevant field – business administration, NGO administration, commerce, etc. A post-graduate degree will be an add on
• At least 5 years’ of proven experience in an administrative and/or operational position in an international organization
• Experience in managing staff and teams
• Must be able to work in a dynamic and complex environment
• Ability to carry out responsibilities independently with minimal guidance
• Must be able and willing to work in a diverse office in terms of language, culture, etc. Proven experience in research, analysis and publication an added advantage
• Excellent written and verbal English language skills

 

How to Apply :

Interested candidates should send a detailed CV, Application letter stating clearly on the subject line of your email “Application for Admin & Operations Manager”, names and contacts of three references, a daytime telephone/mobile contact to HR/Administration Manager, 22 New Signal Hill Road, Congo Cross, Freetown or email to SierraLeone.Recruitment@hki.org by the close of business on 22nd June 2022.

Helen Keller International is an Equal Opportunity Employer, promoting gender, equity and diversity.

Fostering a diverse and open workplace is an important part of HKI’s vision, and we encourage people from all backgrounds, especially women, to apply.

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