Office Manager USAID

 Management Sciences for Health (MSH) is a -international health organization with over four decades of experience in strengthening health systems, and capacity of local institutions. MSH takes a comprehensive approach to improving health to achieve scalability, lasting impact, and sustainability. Our mission is to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health. For more information please visit our website www.msh.org.

USAID/Kenya’s Health Commodities and Services Management (HCSM) Program is implemented by MSH, to improve health outcomes and impact through sustainable country-led programs and partnerships that address commodity management,pharmaceutical services and policy, and laboratory systems seeks to recruit an office administrator based in Kisumu county.

Office Manager: 13- 7219

The office administrator is responsible for supporting the smooth operation of technical efforts and field activities by providing administrative, financed, operational, and logistical support for technical activities in the Western Kenya regional office. S/he will work as the primary link between HSCM technical staff in the region, the county support coordinators, COMU and Finance Manager for all administrative functions. S/he will be expected to adhere to, GOK, MSH and donor (USAID)’s procurement and administrative procedures in all activities.

Key Responsibilities

• Manage and allocate available resources to enable successful performance of project activities and operation of the office.
• Establish and monitor procedures for safeguarding the use of project assets and record keeping.
• Maintain an updated inventory listing, in line with MSH policies and procedures.
• Keep track, process and submit all project documents, including activity budget requests, TEFs from/to the project staff and to/from Finance and administration.
• Prepare and submit operational reports and schedules to ensure efficiency in project work.
• Coordinate with Nairobi office staff for all logistical and ordering/payments arrangements for implementation of HCSM activities such as travel and activity/workshop planning, including transportation, hotel/venue booking, catering, printing, equipment rental and when necessary, management of reimbursements. Follow up to verify that the appropriate approvals have been obtained for travel and workshops.
• Co-ordinate schedules, appointments and bookings. Maintain the calendar of project events and key activities.
• Supervise admin/logistics/office support staff working in the office including drivers, office assistants and any other staff engaged on temporary basis
• Maintain a safe and secure working environment in line with the MSH guidelines.
• Ensure seamless coordination with the MSH COMU unit on all management procedures

Qualifications And Experience Required

• The ideal candidate should have a bachelor’s degree preferably in administration, with a sound knowledge of project or office management and experience in documentation.
• S/he should have at least three (3) years’ experience in providing project and administrative support to donor-funded projects or business or professional firms of good repute.
• S/he should have demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality
• The ideal candidate should have prior working experience supporting a USG or USAID project.
• Basic knowledge of accounting principles is a must.
• S/he should have advanced computer skills in MS Office Suite (Word, Excel, Outlook and PowerPoint), along with ability to learn new software packages
• In addition, S/he should have excellent communication (oral and written), interpersonal, problem solving skills, planning and organizing skills with ability to work independently with minimum supervision
•  S/he should be a have high level of integrity, able to work under tight timelines and be able to support cross technical teams. The candidate should be willing to travel a lot on official duties.

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship and physical or mental handicap. For further details and to apply for this position, please visit the Employment Opportunities section of our website at www.Jobs-msh.icims.com and apply by January 31, 2014.

If you cannot apply online or have difficulty doing so, please email an explanation of your problem to iRecruiterproblem@msh.org.

Only shortlisted candidates will be contacted.