Introduction

Marie Stopes International (MSI) is a global social business providing personalised, high quality, affordable contraception and safe abortion services to women and girls. MSI has 13,000 team members working in 37 countries to deliver our mission: children by choice, not chance. Marie Stopes Sierra Leone (MSSL) is a founding member of the MSI Partnership, operating in Sierra Leone for 30 years and becoming the largest non-governmental provider of family planning (FP) and sexual & reproductive health (SRH) services in the country. MSSL delivers services in every district of Sierra Leone through its outreach, centres/clinics and social marketing channels.

The HR and Administration function is responsible for ensuring that the appropriate, sustainable, organisational structure is in place for MSSL to achieve its mission, goals and objectives. The HR and Administration team is responsible for the management of HR, administration, payroll, logistics, governance, legal and security risk management. The Administration team is responsible for the long- and short-term planning, implementation, and high-quality delivery in relation to facilities, health and safety, premises and estates, assets, insurances, office management and reception.

As a key member of the Middle Management Team (MMT), the Admin Manager is responsible for the smooth running of daily head office and regional operations by planning and supporting the most effective administrative procedures. The Admin Manager will proactively liaise with other Managers, Channel Leads, and support office team with regards to administrative needs, to foster the smooth implementation of programs and ensure timely administrative support. The role will involve regular travel to MSSL’s 9 clinics across all 14 districts in Sierra Leone.

The team contributes to furthering MSI’s mission: Children by Choice not Chance by bringing modern business approaches to MSSL’s administrative and support services in order to move the organisation towards efficiency, financial sustainability, high productivity and growth.

Job Functions

Administration,Coordinator,Facilities & Property Manager,Inventory,Management,Operations,Quality Control,Warehousing

Industries

Ngo / Non-Profit

Specification

Facilities management and administration

• Support the HR and Admin Director in ensuring that the office is operationally efficient and effective.
• Support the HR and Admin Director to improve processes and policies and lead long term organisational planning, manage daily office operations, contracts, standard operating procedures, etc.
• Ensure the smooth running of the daily office operations, including office maintenance, office systems, cleaning, reception, planning meetings and actively managing health and safety, office space planning.
• Oversight of regional offices ensuring adequate systems of control are maintained and that they are adequately supported.
• Manage, update and renew all insurance policies at all levels that are exposed to risk with the organisation.
• Manage leases and rental agreements.
• Work with external suppliers and contractors, ensuring that expectations are clear, maintained and monitored; value for money is obtained and work is carried out in a compliant manner that avoids, reduces and controls foreseeable risks to workplace safety and health.
• Support the Estates and Facilities Lead (HR & Admin Director) with the efficient and effective management of premises and, in particular the daily reactive and planned preventative maintenance. These include but are not restricted to mechanical, plumbing, building fabric repairs, cleaning, decorating and room setups.
• Plan and manage the work of the administration team. Provide a quality facilities management service to internal and external customers, responsible for checking facilities, amenities and health and safety activities to ensure a safe and comfortable environment is provided.
• Manage any refurbishments, renovations and office moves
• Liaise with the procurement team, research the procurement of goods and services, and arrange the provision of office materials and equipment to all offices.
• Manage and review external services such as cleaning, security repairs and building maintenance.
• Ensure the ongoing security of premises. Ensure health and safety policies and procedures are in place, updated and in line with legislation and implemented across the organisation.
• Lead on all administrative projects of the organization.
• Develop and maintain a suite of administration policies and procedures for the organisation appropriate to all its services and business activities.
• Responsible for the efficient and effective control of the facilities and admin budget.
• Proactively liaise with other departments as necessary to forecast/plan administrative needs.

Leadership and capacity building

• Coach, develop, mentor and supervise team members and influence them to take positive action and accountability for their work.
• Ensure that training records are up to date, that performance reviews are completed on time and that personal development plans (PDP) are in place for all team members.
• Ensure training needs of team are recorded, complete annual performance management and reviews.
• Communicate all disciplinary action and allegations to the HR team immediately.
• Role model MSI’s core values and demonstrate MSI leadership behaviours at all times.
• Collaborate with other MSSL teams to promote innovation and effective ways of delivering services, boosting team morale, fostering oneness and promoting MSSL’s vision, mission and values.

Requirements

• Degree or Masters in related subject (desirable).
• Additional qualifications in HR, law, administration, security, conflict management, coaching and mentoring, training and development (desirable).
• Skilled in the manipulation of IT database systems (desirable).

Closing Date

07/07/2021

 

How to Apply

Qualified and interested individuals should click on the button below to apply.

 

 

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