Vacancy Announcement

Job title:

Admin Officer – Nationals Only

Work Location:

Kailahun District, Sierra Leone

Department:

Operations

Reports to:

Operations & Facility Management Advisor

Line Management

Office Assistant x 4

Requisition #:

4231

Duration of Contract

Twelve (12) Months with possibility of extension

Application Status

External Advert

Organisation Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

Administrative Officers manage the daily tasks of the organization by providing administrative and clerical support. The duties and responsibilities of an Administrative Officer typically include:

Essential Duties and Responsibilities:

Responsibilities

• Maintains administrative staff by; upholding a safe and secure work environment, and also monitoring and controlling movement in and around the office.
• Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and enforcing systems, policies, and procedures within the administrative department.
• Facilitate the provision of supplies by identifying needs for reception, general office, guest houses, and kitchen; establishing policies, procedures, as to usage and accountability.
• Provides communication systems by identifying needs; evaluating options; maintaining office equipment (e.g. projectors office printers, photocopiers, Freezers, and speaker phones) and helping to manage IT systems.
• Align required printing materials and forms; negotiating usage, quality, delivery and inventory system.
• Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules and producing meeting agendas and minutes; monitoring results, etc.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Maintains continuity with other organizations, division, and local work teams by documenting and communicating actions, abnormalities, and continuing needs.
• Contributes to team effort by accomplishing related results as desired.
• Collaborate with Freetown admin team to make sure experts stay are regularized.
• Maintain and up keep Top-up (phone credits) Close user group (CUG) by coordinating with the HR team on newly recruited staff and those that are departing the organization.
• Monthly update of fixed assets register and office inventory, and further undertake quarterly physical verification of the assets register and inventory list.

Prevention of Sexual Exploitation, Abuse and Harassment

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures

Qualifications/Requirements

• Bachelors/ Higher or Advanced Diploma in Business Administration
• Minimum of 3 years of Admin or office administration experience.
• Comfort with ambiguity, shifting priorities, and need to juggle competing demands in a fast-paced and challenging work environment.
• Strong qualitative and written skills with expertise in Micro soft word excel, power point
• Ability to plan, organize, and lead projects.
• Exemplary interpersonal skills; ability to collaborate effectively with culturally diverse staff across departments.
• Strong organizational skills and operational and business analytics thinking.
• Prior experience working in rural settings
• Sense of humor and flexible disposition very helpful.
• Interest in social justice and global health.

Social Justice

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

Method of application

Interested candidates are required to apply through our website: www.pih.org/employment. In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees not later than 12:00pm GMT (Midnight) on Friday 19th July 2024