Job purpose. Scope of work. Key working relationships. Key accountabilities (percent of time spent on each area)

Transcription

1 JOB DESCRIPTION Job title: Office Manager Location: Yangon Department: Admin Department Length of contract: Up to Feb 2020 Role type: National Grade: 8 Travel involved: Up to 20% of the time Child safeguarding level: Reporting to: Dotted line manager: Country Programmes Manager Human Resources Director (HR responsibilities) Direct reports: Administrative Officer 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 Country and project background Malaria Consortium is actively supporting the National Malaria Control Program in Myanmar since 2008 and has established a Country Office in Yangon in Since 2015 staff has been based at the National

2 Malaria Control Program (NMCP) in Nay Pyi Taw. Malaria Consortium currently has led the first nationwide Malaria Indicator Survey, works on Vector Control, Integrated Community Case Management (ICCM) and behavioural change communication with remote and hard to reach communities. An evaluation of a BCC methodology for malaria elimination setting, a suite of formative vector control research and an evaluation of ICCM. It is anticipated that Malaria Consortium s operation in Myanmar will continue to grow rapidly within the next few years. Under the funding from multiple donors to implement projects in Myanmar, the secured projects would be effectively supported by this post holder. Job purpose To provide a pro-active, efficient, timely and relevant Office programme support to the country office, technical, program and operation teams in compliance with Malaria Consortium and donor s guidelines. Oversight of the Admin, HR, Logs function within the Myanmar Malaria Consortium office. The Post holder is responsible for managing the Administrative Officer, security guards and works in close collaboration with country teams. Scope of work This post will be responsible for overseeing and managing the Office support, support to project on Logs and Procurement, HR functions, security focal person and Admin support with close coordination and communication with respective leads and staff in country Office. It is responsibility of the post holder to ensure all support functions are well coordinated and timely responded. Ensure MC processes, procedures, and policies are implemented timely and successfully. In addition, be updated with all local laws and support to staff. Key working relationships Country Programmes Manager, Country Finance Manager, Myanmar employees, HR HQ staff, UK/Regional staff and other Malaria Consortium staff/consultants. Key accountabilities (percent of time spent on each area) 1. Office Management 30% Participate in and update the development and establishment of office registration, procedures and guidelines including: - Office registration and reporting requirements under Myanmar Law - Office & procedures manual development - Other procedures as required by institutional partners and regulatory authorities - Ensure office utilities are good quality, well maintained and safe to use - Maintain & repair office, its equipment and generator if necessary - Develop system for provision and tracking distribution of assets and phone credit to staff in line with Malaria Consortium Systems Provide a detailed expenditure forecast to the budget holders and Finance department based on the updated procurement plans Prepare a monthly Office support report (HR, IT, Security, Logs & Proc)

3 Provide overall administrative support in day to day implementation to projects activities as necessary 2. Human Resources 25% Ensure all HR processes, policies and procedures are adhered to by all staff Bring to the attention of the Country Programmes Manager changes in labour legislation or statutory requirements by Labour Law in Myanmar Prepare the monthly payroll instructions, HR reports including KPIs and holiday announcements Support the recruitment of new national staff from job description creation to the on boarding of new employees Coordinate induction and facilitate induction sessions on HR, Administration, IT and logistics Coordinate the performance management process (probation and annual performance reviews) Maintain accurate and up to date personnel and training records (paper and electronic) Track HR data for contract renewals and other significant HR events Proactively manage staff terminations including exit interviews Support the HR Director on the management of employee relations cases Ensure in a timely fashion apply or renew visas, work permits, and other government requirement for Malaria Consortium Myanmar Country office staff and families, advisors and consultants Oversee the personnel welfare and benefits in line with requirements in terms of travel insurance, medical insurance, workman's compensation as well as staff health & safety arrangements - Follow up with service providers to ensure delivery of terms and make necessary reports - Annual update & review of staff records and service contracts - Update the staff movement and report to the insurance company 3. Procurement & Logistical support (meetings, workshops, training, exhibitions, surveys etc.) 25% Organise Malaria Consortium events in Myanmar: Identify locations (accommodation and venue) and prepare contracts accordingly as necessary Organise and follow up transportation (national and international) of the purchased goods, ensuring their traceability and filling of the related documents Manage importation and exportation of goods and equipment in coordination with and the concerned governmental departments Oversee that all hotels and travel and tour agencies are emplaned with corporate rate Monitor that all procurement documents: requisitions, quotations, tenders, bid assessment/ analysis, sole source, purchase orders, contracts, waybills, delivery notes, copies of invoices and receipts of payments are filed properly Initiate the Purchase Requisition Forms, sole source, BA, purchase order as necessary Updated procurement plan Updated list of pending procurement Report to the Country Programmes Manager immediately any irregularity on logistics procedures (incident report) 4. Assets & Inventories 10% Ensure appropriate identification and registration (in the inventory) of all Malaria Consortium equipment Manage appropriately the Malaria Consortium storage room and warehouse

4 Monitor the condition of all Malaria Consortium equipment and maintain them in good condition Manage appropriately Malaria Consortium stocks of equipment, supplies Update inventory list 5. Security Management 5% Be a focal point for security for Malaria Consortium Myanmar and report immediately to Country Programmes Manager Representative in case of all security related issues Management of the security tree ensuring regular updates and tests Conduct briefings to all visitors and new staff around security (tree, conditions, rules, travelling report) Supervise and manage security guards (night) for MC office 6. IT Management (5%) Be the focal point for IT Providing support setting up equipment for new staff and arrange proper formatting of equipment Ensure MC IT guidelines are follow by all members Manage network settings properly Maintain all MC computers' program is in accordance with MC standard program and legal version of relevant software Person specification Qualifications and experience: Essential Bachelor's degree in Business administration or related field Minimum of five years experience in overall functions of procurement/ logistics with at least 2 years in a managerial level Experience of HR management Desirable MBA/Master degree is a plus Experience working in INGO and knowledge of donor rules and regulations Work-based skills: Essential Native speaker of Myanmar. Fluent in English, both written and verbal communication skills Strong ability to prioritize multiple tasks and timely responsiveness Ability to work well in a cross-cultural environment Understanding on HR related processes Computer literate with strong Microsoft Excel skills

5 Attention to detail and accuracy in work Good interpersonal and communication skills Good attitude, flexible, active, well-organised, independent and service-mind Willing to learn and adapt Desirable Knowledge of Logs and procurement rules in country Willing to travel Usage of different tools and techniques Reporting and documentation Core competencies: Delivering results LEVEL B Takes on pieces of work when required and demonstrates excellent project management skills Shows a flexible approach to taking on additional work/ responsibilities when needed to achieve results Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements) Makes clear and timely decisions within remit of own role Analysis and use of information LEVEL B Uses evidence to support work Identifies and uses various sources of evidence and feedback to support outputs Uses evidence to evaluate policies, projects and programmes Identifies links between events and information identifying trends, issues and risks Ensures systems are in place to address organisation needs Interpersonal and communications LEVEL B - Fosters two-way communication Recalls others main points and takes them into account in own communication Checks own understanding of others communication by asking questions Maintains constructive, open and consistent communication with others Resolves minor misunderstandings and conflicts effectively Collaboration and partnering LEVEL B - Collaborates effectively across teams Proactive in providing and seeking support from expert colleagues Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution Proactive in building a rapport with a diverse range of people Leading and motivating people LEVEL C Effectively leads and motivates others or direct reports

6 Gives regular, timely and appropriate feedback Acknowledges good performance and deals with issues concerning poor performance Carries out staff assessment and development activities conscientiously and effectively Develop the skills and competence of others through the development and applications of skills Coaches and supports team members when they have difficulties Flexibility/ adaptability LEVEL B Remains professional under external pressure Able to adapt to changing situations effortlessly Remains constructive and positive under stress and able to tolerate difficult situations and environments Plans, prioritises and performs tasks well under pressure Learns from own successes/mistakes Living the values LEVEL C Supports others to live Malaria Consortium s values Demonstrates personal integrity by using role position responsibly and fairly Cultivates an open culture within the wider team, promoting accountability, responsibility and respect for individual differences Strategic planning and thinking and sector awareness LEVEL B Is aware of others activities and vice versa in planning activities Takes account of team members and others workload when planning Maintains awareness of impact on other parts of the organisation, keeping abreast of others activities, objectives, commitments and needs Has a good understanding of the sector in which Malaria Consortium works