Administrative Manager Full Time

Job Summary:

The Administrative Manager will be responsible for working closely with the Associate Director of Finance and Administration and Director of Financial Management and Operation to achieve all the goals and objectives of the finance and operations department of FHI360 Malawi. The Administrative Manager will coordinate and provide administrative and management support to the FHI 360 country office, Project Office Areas, and Seconded staff. The Administrative Manager will also work closely with Finance Officers, Grant Officers, and Administrative Assistants – 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 Associate Director of Finance and Administration and Director of Financial Management and Operations with the day-to-day management of the FHI360 Malawi country office and Project Office areas.
• Participate in the formulation or revision of program and management policies,
• Assist in ensuring compliance with all donor-related and FHI360-specific policies.
• Strengthen teamwork and systematic functions between admin, finance, and program and technical teams.
• Assist District Technical Teams in the FHI360 District offices with office identification, 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  Senior Management Team e in representing FHI360 Malawi with current and potential donors, 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 their 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 grant 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 daily. Accuracy is crucial, particularly in international correspondence where misunderstandings could have a serious programmatic impact. Balancing all the duties in this position will require excellent time management. Flexibility and the ability to respond to last-minute requests are 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 can accomplish their responsibilities in various ways. Although some decisions made by the Administrative Manager require oversight by the Country Representative, some matters can be handled at the Administrative Manager’s discretion.
• The Administration Manager will be expected to support program implementation by ensuring that procurement and logistic needs are timely provided to technical and program teams. Through professional development and feedback, the Administrative Manager will develop skills and knowledge of what works best under particular situations.

ORGANIZATIONAL RELATIONSHIPS

• The Administrative Manager reports to the Associate Director, Finance and Administration.
• 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.

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