Administration Manager
Admin & Office Jobs
- J.F. Kapnek Zimbabwe
- Expires 10 Sep 2020
- Bulawayo
- Internship
Job Description
JF Kapnek a registered PVO which has been operating in Zimbabwe since 1986 whose mission is to improve family health, reduce child mortality and create educational opportunities for the children of Zimbabwe through the implementation of scalable, sustainable programs is seeking to fill the vacancies below:
Administration Manager- Reports to Country Director – based in Harare
Duties and Responsibilities
The objectives of the position:
Lead the Admin Department Strategic Positioning
• Ensuring that Administrative needs and constraints are considered in the preparation of projects
• Collecting data and preparing the logistics/administration sections of "proposals" and reports to funding bodies,
• Contribute to the budgeting plan on matters related to the admin department
• Support the finance department in the control and monitoring of costs related to the admin department
• Representing the mission to outside bodies in administrative matters and developing a network for the exchange of information and good practice
Coordinate the Administration function at national level
• In conjunction with Management prepare and update relevant Trust policies and procedures as may be required
• Monitor Asset Registers in conjunction with Finance Manager
• Monitor services provided by contractors e.g. security and maintenance
• Laying down Administrative standards across the Country, in accordance with JF Kapnek guidelines
• Providing leadership and optimising the organization of administrative and logistics operations at Country level
• Devising a technical and geographical strategy for supplies (local/international purchases, stock and transport)
• Supervising the implementation of a supplies strategy and sanctioning its stages according to JF Kapnek procedures
• Supervising the management of equipment : allocation, transfer between bases/ operating areas,
• In conjunction with finance, administer the Country Administration budget
• Consolidating, monitoring and analyzing logistical/administrative data submitted by field teams
• Ensuring the sound conduct of audits and audit preparedness for the administration department
• Ensuring the implementation of an archiving system conforming to JF Kapnek administrative guidelines
• Representing and coordinating with other parties of interest to the operations of JF Kapnek Trust
• Establish and maintain good relationships with service providers
• Oversee the procurement function
Promote and ensure collaboration and coordination with JF Kapnek partners
• Validating and ensuring compliance with the administrative aspects of partnership agreements
• Taking full advantage at Country level of all innovative logistics management practices in the framework of partnerships
• defining and ensuring compliance with partners agreements, the modes of administrative management in the framework of joint projects
• participating in the process of selecting partners and validating the risk analysis in matters submitted by the field team
Prevent and manage fraud and corruption
• identifying the risks of fraud and corruption in his/her field of competence and putting in place preventative and monitoring mechanisms
• making his/her team aware of the risks of fraud and corruption
• alerting the Country Director to cases of fraud and corruption and undertaking corrective action
• putting in place and monitoring recommendations arising from the day-to-day control and audits
Manage the Administration team and provide technical support in the area of administration to the programs team
• Definition of the Human Resources needs for the Admin department
• Taking part in the recruitment of his/her teams
• Organizing and leading team meetings
• Developing and monitoring individual action plans for team members
• Managing planning activities, the sharing and coordination of tasks
• Carrying out individual evaluation interviews with his/her team members
• Providing technical support to the teams
• Identifying the training needs of team members
• Making recommendations to HR on the development of his/her team
• Managing difficulties in the team
Security Management
• Maintenance of an effective network, with local input, on contextual and security matters, collection and analysis of information at national level and drawing on these sources to make recommendations for the Country Director's risk and context analysis
• Assist field teams to complete and put into perspective their own analyses, by adding his/her own information
• Briefing and training the teams on security matters
• Monitoring the strict application of security procedures and guidelines, issuing reminders and informing the Country Director where necessary
• Reporting on incidences and participating in the management of incidents under the supervision of the Country Director
• Monitor the internal security contracts and security teams
Qualifications and Experience
Requirements
• A Degree in Administration; Management; Logistics or other related qualification & 4 years of work experience in a similar position and or
• A professional qualification such as CIPS, CILT
• Possession of both academic and professional qualifications in administration is a distinct added advantage
• Ability to set up; review and implement internal controls systems
• Strong work ethic coupled with enthusiastic and passionate approach to work with an ability to multi-task and to manage a big team;
• High degree of professionalism and integrity and ability to demonstrate good judgment and discretion at all times;
• Good negotiation and networking skills
How to Apply
JF Kapnek Trust has zero tolerance towards Sexual Harassment and is committed to the upholding of children’s rights. The successful candidate will be required to commit to child protection/safeguarding and to be bound by the JF Kapnek Child Protection Policy. Cover letter and up-to-date detailed CV should be forwarded to the undersigned not later than the 10th of September 2020 by mid day. Applications to be considered as they are received.
Apply to: jobapplications@jfkapnek.co.zw. JF Kapnek does not charge any fees during its entire recruitment process.
