USAID SCALING UP NUTRITION TECHNICAL ASSISTANCE (SUN TA)

ADMINISTRATION MANAGER (GRADE 10)

Project Background:

The Scaling Up Nutrition Program is a cross-ministry and multi-donor program to reduce stunting in Zambia through implementation of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program.

SUN TA provides support and direct technical assistance to sub-national local government departments in target districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two and improve the nutritional status of pregnant and lactating mothers. USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions increase access and availability of safe, diverse, nutritious food; adoption of better child feeding and household hygiene practices; and access to improved health, water and sanitation services. The project prioritizes sustainability by improving intra-household joint decision making and building the capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.

Purpose:

The Administration Manager is responsible for ensuring the proper administrative management of the Lusaka office and the Regional and District Offices. The Administration Manager typically maintains the administrative files, manages and tracks office lease agreements, and ensures that leases are paid on time and that landlords provide satisfactory service and maintenance of office facilities as designated in lease agreements. The Administration Manger oversees many of the support staff functions including transport, reception, security, telecommunications, information technology (IT), utilities, stationary, and cleaning services.

Place of Performance and Reporting:

The Administration Manager will report to the Director of Finance and Administration.

Responsibilities and Tasks:

• Ensure the smooth operations of the Lusaka and Regional and District offices including rent, utilities, repairs, security, daily cleaning, and other concerns.
• Lead and organize office procedures ensuring that USAID and DAI policies are in place related to office management.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Ensure that staff are well set up and comfortable in the offices and surrounding premises.
• Coordinate the procurement of materials, supplies and equipment for all the offices.
• Manage the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required.
• Coordinate all logistical support for staff and consultants including office setup, hotel accommodations and conference bookings as well as providing assistance for settlement of the associated invoices from the service providers according to DAI policy and procedures.
• Coordinate with IT department on office IT equipment needs.
• Manage relationships with vendors, service providers and landlord ensuring all items are invoiced and paid on time according to DAI systems and procedures.
• Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity.
• Participate actively in the planning and execution of SUN TA regional and national level meetings, such as quarterly review meetings or the annual meeting.
• Liaise with travel agents to obtain reservations and tickets for all project related in – country and international travel;
• Oversee travel arrangements for Lusaka staff to and from the districts and intra-district travel request
• Oversee national GRZ travel arrangements according to SUN TA policy
• Coordinate with Program Assistants and other staff to create and maintain administrative files for the Lusaka office and district offices, keeping consistent and in an orderly manner;
• Establish and maintain visitor and delivery logbooks.
• Have oversight of the SUN TA vehicles as well as the partner vehicles, monitor the fuel consumption in all these vehicles.
• Produce and track all Project travel concurrence requests and approvals.
• Oversee maintenance of all office supplies and equipment, including the scheduling of routine maintenance, and oversight of outside services providers (except IT).
• Manage various service contracts for both the office and district offices and expatriate staff residences including security, drinking water supply, generator maintenance, etc.
• Maintain the field office equipment inventory and provide support on annual reconciliations, as well as monthly updates.
• Responsible for communicating with appropriate authorities regarding obtaining the VAT tax exemption certificate.
• Maintain the expatriate staff residence visa and work permit up to date and ensure they are renewed on time.
• Undertake any other responsibilities, tasks or activities as required by the  Director Finance and Administration.

Supervisory Responsibilities:

The Administration Manager will oversee the Regional Administration Officers; Lusaka Administration Assistant/Reception; Office Assistant and other administrative staff (such as Drivers).

Education and Experience:

• Bachelor’s Degree in Business Administration, Public Administration or equivalent
• Minimum 5 years of operations management experience in an international organization or multinational company
• Knowledge of fleet management
• Demonstrated experience in supervision of support staff
• Experience in inventory management
• Strong critical thinking, problem-solving and supervisory skills
• Excellent written and verbal English skills
• Strong communication and interpersonal skills
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.
• Fluency in English is required

7. Key Result Areas

• Lusaka Office Lease Management
• Fleet management of the fleet, covering GPS monitoring; fuel provision
• Facilitation of procurement of materials, supplies and equipment for all the offices.
• Ensure maintenance of all office equipment
• Management of outsourced service providers.
• Monitor office equipment inventory and provide input on annual reconciliations
• Produce and track all Lusaka Project travel requests and approvals.
• Ensure projected related travel is coordinated.

8. Key Competencies for the Role

INTELLECTUAL
INTERPERSONAL
COMMUNICATION
TECHNICAL
LEADERSHIP
Analytical
Team oriented
Written and verbal communication
Compliance
Ability to monitor team for performance
Managing Change and problem solving acumen
Supervisory skills
Negotiation skills
Detail oriented
Mentoring and coaching for performance
Critical thinking skills

Time Management
Strategic leadership