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

Society
for Family Health (SFH), Rwanda

JOB
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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.