Senior Administrative Officer ( Internal Advert)

Title

Senior Administrative Officer (Internal Advert)

Location

Harare

Type of Contract

Fixed Term Contract

Deadline

23/09/2022 (Expired)

About

Zimbabwe Health Interventions (ZHI) is a not-for-profit human development organisation which is registered as a Trust under the Zimbabwe Deeds Registries Act (Chapter 20:05). ZHI’s mission is to develop and deliver innovative and sustainable high impact integrated health interventions with local communities while working with and strengthening existing institutions.

The Determined, Resilient, Empowered, AIDS-free, Mentored, and Safe women (DREAMS) Program aims to prevent new HIV infections and reduce vulnerability among OVC, OVC caregivers and Adolescent Girls and Young Women (AGYW) in Zimbabwe. The DREAMS program is being implemented in priority high HIV burden districts in Zimbabwe. ZHI’s primary role is to deliver a comprehensive curriculum on HIV prevention, gender norms and social asset building targeted at AGYW in school, out of school and their sexual partners at community level. ZHI’s core thrust in the DREAMS Program is to keep girls and young women HIV Free through supporting them to; Stay in school; Prevent early pregnancies; Prevent sexual violence; Access Post violence care; Reduce child marriage. DREAMS provides a comprehensive, multi-sectoral package of core interventions to address key factors that make girls and young women particularly vulnerable to HIV. These include structural factors, such as gender-based violence, exclusion from economic opportunities, and a lack of access to secondary school. DREAMS layers multiple interventions at once so that AGYW are surrounded with critical support to keep them safe from HIV and other risks.


Basic Function

Under the guidance and supervision of the Financial Management and Operations Director, the Senior Administrative Officer will provide overall leadership, guidance, and direction to the administrative, procurement, and fleet management functions of the DREAMS RISE program to facilitate timely delivery of program goals and objectives. The position requires knowledge of organizational and departmental policies and procedures to communicate information involving admin, procurement and fleet management functions and services.


Job Description

Oversee the overall administrative, procurement, and fleet management functions of the DREAMS – RISE program, both at the national and district offices to facilitate efficiency in delivery of program goals and objectives; Spearhead the development and implementation of RISE program procurement, administrative and fleet management standard operating procedures (SOPs) for all the program offices, including use of motor vehicles and other equipment; Coordinate and ensure effective implementation of administrative, procurement, and fleet management policies and activities for the RISE program; Facilitate acquisition of Rebate Certificates for all international procurements and manage clearance of shipments in accordance with relevant legislative policies for ZHI and USAID; Spearhead the development and review of detailed departmental workplans to guide timely and effective implementation of all RISE program related administrative, procurement and fleet management functions; Ensure the DREAMS-RISE program asset register is properly maintained, accurate, and updated both at the national office and the district offices and is in coherence with ZHI’s asset register managed by the corporate team, as well as ensure appropriate tagging of all program assets; Ensure all program staff are issued with relevant asset(s) needed to discharge their duties and ensure all receipt document needed is available in assigning assets to employees and whenever assets are returned; Provides guidance and leadership in logistical arrangements related to trainings/workshops including, but not limited to, venue selection, accommodation, and travel arrangements for domestic and international travel; Responsible for coordinating travel authorization (TA) and travel expense reports (TER) of staff and coordinate with finance staff to ensure timely submission of the TAs and TERs, as well as facilitate staff travel arrangements e.g., hotel bookings, ticketing, travel insurance etc; Ensure that the implementation of all administrative and operational functions and processes/system in the DREAMS RISE program offices (both national and district offices) are in-line with ZHI and USAID guidelines and policies; Establish, maintain, and update a robust administrative filing system to assure proper documentation of critical administrative documents including operations (admin, procurement, fleet management etc.); Coordinate and oversee provision of insurance cover for all project assets and process any claim(s); Coordinate and monitor timely repair, maintenance, and renovation of program assets (i.e., vehicles, physical buildings, equipment) both at national and field offices in accordance with ZHI’s policies and guidelines.
Spearhead all processes related to RISE program office acquisition, including negotiating suitable terms for lease agreements with prospective property owners, as well as ensuring all leases are vetted by the ZHI legal counsel before signing by the Executive Director; Keep track of all leases and ensures obligations are met on time to minimize the risk on the operations; Establish effective and efficient stock management systems to assure tracking of office supplies, and timely replenishment of the same across all RISE program offices; Ensure effective fleet management systems are in place for vehicle management, maintenance, and reporting; Provide effective leadership, guidance, mentorship and supervision support to all RISE program-based procurement, administrative and fleet management staff in Harare and field offices, ensuring timely and high-quality service delivery.


Knowledge, Skills and abilities

Must have excellent interpersonal and communication skills; Ability to work in a fast-paced environment with strict timelines; Ability to work independently with minimal supervision; Ability to manage high volume of workflow; Service-minded, well organized, detailed oriented, strong negotiation; Ability to handle multiple tasks and demanding schedules to deliver high quality results on a timely basis; Ability to work across cultures; and demonstrated expertise in building effective relationship with key internal customers and other key stakeholders; Knowledge of standard office procedures and practices; Strong organizational, administrative, management, and planning skills; Good analytical, numerical, and mature problem-solving skills; Ability to develop detailed workplans to guide activity implementation; Strong supervision and mentorship skills; Proficiency in computer software applications, particularly Microsoft Word, PowerPoint, and Excel; Fluency in spoken and written English.


Qualifications and experience

A Bachelor’s degree in Business Administration, Management, or a related field; A Master’s degree in any related degree is an added advantage; At least five years of hands-on procurement and administrative management experience; Prior experience working with NGOs and USAID funded projects is preferred; Familiarity with donor-funded procurement rules and regulations (particularly experience with USAID procurement regulations) is required.


Application Procedures

Step 1: click here to complete the job application form.
Step 2: Submit your CV and application letter via email to recruitment@zhi.co.zw clearly indicating the position you are applying for on the subject of the email.


During the application process, ZHI will not charge any fee nor will it require any payment for an application to be considered. ZHI is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical handicap or financial ability.