Tuesday, January 24, 2017

Society for Family Health (SFH), Administration Manager Jobs in Rwanda



Society for Family Health (SFH), Rwanda
JOB ADVERTISEMENT 
TITLE: ADMINISTRATION MANAGER (1)
SUPERVISOR: HR & ADMINISTRATION DIRECTOR
TYPE: FIXED TERM CONTRACT (EIGHT MONTHS WITH POSSIBILITY OF EXTENSION)
DATE:  JANUARY 2017
ABOUT SFH

Society for Family Health (SFH) is a non-profit organization in Rwanda. It is the largest social marketing organization in Rwanda, with five regional offices across the country. Working in partnership within the public and private sectors, and harnessing the power of the markets, SFH provides life-saving products, clinical services and social and behavior change communications(SBCC) that empower the world's most vulnerable populations to lead healthier lives. SFH’s core values include a belief in markets and market mechanisms to contribute to sustained improvements in the lives of the poor; results and a strong focus on measurement; speed and efficiency with a predisposition to action and an aversion to bureaucracy; decentralization and empowering our staff at the national and district level; and a long term commitment to the people we serve. SFH implements diverse public health interventions in HIV/AIDS, reproductive health, malaria, and maternal and child health including nutrition. SFH’s activities ranges from product sales and distribution to social and behavior change communication, advocacy, reproductive health research, and community mobilization. SFH’s donor platform is USAID, Global Fund, DOD and other numerous donors.
In order to implement the USAID funded Rwanda Social Marketing Program (RSMP), SFH is hiring an Administration Manager. The Administration Manager is responsible for overseeing all general Administrative services, the management of SFH Rwanda property and assets, transport as well as logistics. The job holder is required to oversee the overall daily office operations, improve administrative processes and policies, manage administrative staff and participate in long-term organizational planning. The Administration Manager is supervised by the HR and Administration Director and works closely with departmental heads and other support departments.
ROLES AND RESPONSIBILITIES
Specific responsibilities include:
General administration
  • Oversees general administration services including safety, security, telephone services, reception services and staff welfare;
  • Oversees the management of the registry, courier and postal services;
  • Ensures the provision of conducive working environment including good lighting, office space, equipments and furniture.
Policy development and Planning
  • Develops and implements effective administration policies and procedures.
  • Reviews and updates the administrative procedures may be required;
  • Participate in the preparation of the Administration annual budget;
  • Monitors and controls the administration budget and ensure effective implementation;
Estate management
  • Oversees the management of all SFH property and ensures they are iin good state at all times
  • Oversees the outsourced services includingcleaning and security, maintenance and repair, furniture and fittings;
  • Responsible for the allocation and furnishing of office space.
Asset Management
  • Develops and oversees the implementation of the asset management system, including: the establishment and maintenance of the Asset Management System, Develops and maintains the annual asset management plans aligned with the departmental strategy and budget, and in consultation with other departments
  • Develops and maintains asset registers, including; acquisitions, maintenance management, transfers and valuations;
  • Periodically updates the assets register and makes recommendations on assets acquisition and disposal
  • Prepares a monthly reconciliation with supporting schedules of the asset registers to the relevant accounting records, and resolve uncleared items.
Logistics Management
  • Manages planning and implementation of logistics, including coordination with The Fleet coordinator, Regional Representatives, Heads of departments and Executive Office;
  • Participate in the development and review of logistics policies and procedures as may be required;
  • Coordinates the logistics of material and equipment for Head Office and all Regional Offices;
  • Administers transportation and logistics systems;
  • Monitors import processes to ensure compliance with regulatory or legal requirements.
Fleet management
  • Oversees the transport and fleet management services and systems;
  • Oversees the proper maintenance, safety and security of the motor vehicle fleet;
  • Oversees the deployment of vehicles;
  • Evaluates the performance of outsourced garages and motor vehicle accessories providers.
  • Oversees the allocation and usage of fuel and ensures fuel efficiency and accountability
  • Prepares monthly fleet management reports.
Management and Leadership
  • Supervises and manages the performance and development of staff under his/her supervision to ensure effective departmental performance;
REQUIRED QUALIFICATIONS:
  • Bachelor’s degree in Business Administration or a related field;
  • At least 5 years of experience working in the similar position for NGOs;
  • English as working languages, knowledge of French and Kinyarwanda is an added advantage;
  • Proficiency in Microsoft office applications;
STATUS: Full-time position, based at SFH Head Office.
DOCUMENTS TO BE SENT INCLUDE:
  • Application letter;
  • Curriculum Vitae (mentioning 3 referees including at least 2 former employers);
  • Copies of degree certificates;
  • Copies of Certificates of Professional trainings;
All interested applicants are advised to submit their application files by email ONLY to hr@sfhrwanda.org by January 30, 2017 at 12:00 PM. Only shortlisted candidates will be contacted.
SFH is an Equal Opportunity Employer and encourages applications from qualified individuals.

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