Administrative Manager


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Basic Function

The Administrative Manager will be responsible for working closely with the Country Director to achieve all the goals and objectives of FHI360 Malawi. The Administrative Manager will coordinate and provide administrative and management support to the Country Director and country office staff.  The Administrative Manager will work closely with Finance Managers to ensure FHI360 Malawi and sub-recipient compliance with donor and FHI360 financial, administrative and operations procedures.

Essential Job Functions:  Duties and Responsibilities:

A. Program Administration and Management

  • Assist the Country Director with the day-to-day management of the FHI360 Malawi office.
  • Participate in the formulation or revision of program and management policies,
  • Assist in ensuring compliance with all donor-related and FHI360-specific policies.
  • Strengthen team work and systematic functions between admin and finance teams on one hand and program and technical team on the other.
  • Assist District Technical Officers in the FHI360 District offices with office identification and set-up and procurement of office necessities.
  • Supervise administrative staff on day-to-day activities covering travel arrangements, logistical support, procurement and general administrative matters.

B. Management and Capacity Building

  • Assist in procurement planning and purchases
  • Together with the finance team, ensure that adequate financial and administrative systems are in place and functioning
  • Assist with capacity building of sub-recipients to establish transparent and accountable financial and administrative procedures
  • Assess organizational development issues and training needs of the sub-recipients
  • Support the Country Director in representing FHI360 Malawi with current and potential donors, the government ministries, UN agencies, non-governmental organizations, partners, and other stakeholders

KNOWLEDGE, SKILLS AND ABILITIES:

  • Demonstrated experience in team building and working in teams
  • Excellent written, oral and communication skills in English
  • Ability and willingness to travel on short notice
  • Ability to manage and work independently and efficiently
  • Dynamic personality, self starter with excellent organizational skills
  • Ability to get along with diverse personalities in an office setting
  • Self-management is necessary (i.e. motivation, dealing with pressure, adaptability), as is the ability to project a professional, consistent image. Both internal and external clients must see the Administrative Manager as a person of competence and high integrity, and trust her/his capability and sense of confidentiality.

MINIMUM RECRUITMENT STANDARDS

  • Degree or equivalent in international development, business, administration, management or related field
  • Demonstrated experience as a senior manager (a minimum of five years) of donor-funded grants programs
  • In depth knowledge of donor-funded regulations, systems and procedures for managing complex grants programs with many partners and customers is mandatory.
  • Computer knowledge (word, excel, power-point, email and internet)

CHALLENGES OF THE POSITION:

The Administrative Manager is challenged to display excellent organizational skills. S/he must be able to handle multiple tasks and have the ability to prioritize those tasks on a daily basis. Accuracy is very important, particularly in international correspondence where misunderstandings could have serious programmatic impact.  Learning to balance all the duties at this position will require excellent time management. Flexibility and the ability to respond to last minute requests is essential.  Further, the Administrative Manager represents FHI360/Malawi and its programs to participants, vendors, and consultants and must present a competent, professional and mature image to all.

LEVEL OF DECISION MAKING:

Within the bounds of the job description, the program objectives and individual performance plans, the Administrative Manager is free to accomplish his/her responsibilities in a variety of ways. Although some decisions made by the Administrative Manager require oversight by the Country Director, some matters can be handled at the Administrative Manager’s discretion.

There are times when the Administrative Manager will encounter programmatic problems while the Country Director is unavailable. S/he needs to be able to determine which situations require intervention at the Country Director’s level and which s/he can handle alone. Knowing when and from whom to seek advice is an important part of this position. Through professional development and feedback the Administrative Manager will develop a set of skills and knowledge of what works best under particular situations.

ORGANIZATIONAL RELATIONSHIPS

The Administrative Manager reports to the Country Director.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

To apply for this job please visit fhi.wd1.myworkdayjobs.com .

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