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Administrative Assistant

 Malaria Consortium is hiring a Administrative Assistant.

Organisational background

Established in 2003, Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence.

Our areas of expertise include:

  • disease prevention, diagnosis and treatment;
  • disease control and elimination;
  • systems strengthening;
  • research, monitoring and evaluation leading to best practice;
  • behaviour change communication;
  • national and international advocacy and policy development.

Project background

Seasonal malaria chemoprevention (SMC) is a highly effective community-based intervention to prevent malaria infections in areas where the malaria burden is high and transmission occurs mainly during the rainy season. It involves administering monthly courses of sulfadoxine-pyrimethamine (SP) and amodiaquine (AQ) during this peak transmission period to those most at risk: children under five. In 2019, SMC was implemented in 13 countries in the Sahel region of Africa, targeting over 21 million children. To-date, SMC has not been deployed at scale outside of the Sahel due to concerns over the widespread resistance to SP across much of the African continent.

Malaria Consortium has been a leading implementer since the World Health Organization (WHO) issued its recommendation to scale up SMC in 2012. With our partners, we led the rapid scale-up through the Achieving Catalytic Expansion of Seasonal Malaria Chemoprevention in the Sahel (ACCESS-SMC) project in 2015–2017, reaching close to seven million children in Burkina Faso, Chad, Guinea, Mali, Niger, Nigeria and The Gambia. This project demonstrated that SMC is cost-effective, safe and that high coverage can be achieved at scale. Since 2018, we have continued to support national malaria programmes in Burkina Faso, Chad, Nigeria and Togo, reaching over 12 million children in 2020. We also started research projects in Mozambique and Uganda to explore the feasibility and impact of SMC outside the Sahel.

The first phase of the SMC pilot project was implemented in 2020/21 in two districts of Nampula province with promising results. The second phase, to be implemented during the 2021/22 peak malaria season, will involve conducting a cluster randomised controlled trial (cRCT) to determine the effect of implementing SMC in an area where resistance to SP can be assumed to be high. The research will also involve further work to explore how resistance to SMC drugs affects the effectiveness of the intervention. This study has the potential to inform SMC policy and practice nationally and internationally.

Job purpose

The Administration Assistant will be responsible for providing Nampula based administrative support to Malaria Consortium SMC project in Mozambique.

Scope of work

The Administration Assistant will support the Procurement and Logistic Manager SMC in managing the Nampula office including maintenance, landlord liaison, cleaners. .

Key working relationships

The Administration Assistant will report to the Procurement and Logistic Manager SMCr, and will work closely with all Nampula based staff to provide them with the required administrative support. She/he will also support the District staff and also will liaise with Operations Maputo in all administrative matters.

Key accountabilities

  1. Nampula Office Support (50%)
  • Ensure that all visitors to Malaria Consortium Nampula office are propriately managed on arrival;
  • Organize, monitor and manage all Nampulao staff mobile phone credit•      Support following requests
  • Maintain stock of office supplies;
  • Prepare the office’s fixed expenses payment processes;
  • Organize all Nampula Maputo airport pickup and drop offs with Malaria Consortium or hired vehicles;
  • Ensure the ‘Country Visitor Information Guide’ is up to date and accurate and available to visitors on the Malaria Consortium Intranet page;
  • Organize and book Nampula and District accommodation required by visitors or staff for work purposes;
  • Track all visitor movements in Nampula, including arrival and departure dates, place of stay, mode of travel, flight details as required, sharing the movement tracker with relevant staff on a weekly basis.
  1. Asset and Stock Management (30%)
  • Manage all Nampula based assets to ensure that they are registered, tracked, maintained and disposed of according to the Malaria Consortium Asset Management Policy;
  • Maintain a Property Inventory Register for all office equipment (as per the Malaria Consortium Fixed Asset Policy) in Nampula;
  • Manage any stock, as defined by, and in accordance with the Malaria Consortium Inventory Management Policy.
  1. Other Administrative tasks (20%)
  • Complete other administration tasks as required by the Procurement and Logistic Manager SMC.

Requirements

Qualifications and experience

 Essential

  • Degree or similar qualification in Administration or related field;
  • At least 3-5 years’ experience working in an operations related role specifically in administration or event management;
  • Demonstrable passion for Malaria Consortium’s mission; a strategic manager with integrity and a desire to work in a dynamic environment;
  • Strong analytical skills and experience interpreting a strategic vision into an operational model;
  • Proven writing skills in English;
  • Ability to work effectively and sensitively with staff in other locations;
  • A collaborative and flexible style, with a strong service mentality;
  • Facilitation and coordination skills;
  • Ability to effectively manage time and resolve crises;
  • Excellent interpersonal and communication skills;
  • Good excel and other software skills.

Desirable

  • The ideal candidate must be attentive to detail, highly organized, flexible and self- motivated with excellent communication skills in written and oral communication;
  • He/she must clearly display the ability to effectively prioritise and perform to tight deadlines;
  • Proven previous experience in office management;
  • Possess good understanding, knowledge and experience in document control and management;
  • Attention to detail.

Work-based skills and competencies

Essential

  • Excellent interpersonal and communication skills;
  • Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint.

Desirable

  • Good coordination skills;
  • Excellent analytical skills.

How to Apply

If you are interested, please send an expression of interest and updated CV  to [email protected].

Deadline for applications: Monday 26th July 2021



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