Key Responsibilities

Ensure efficient and effective stock management for Channel Teams

•  Verify and track orders for stock and other supplies ensuring that the correct quantities are ordered, distributed and recorded as per agreed forecasts
•  Ensure appropriate Channel reconciliations of all stock delivered to Channel Teams, including reviewing appropriate management of stock cards, triangulation of data with service delivery and other records, and agreed implementation plans
•  Provide the Channel Lead with accurate, relevant and comprehendible data and analyses to inform work plans/budgets

Effective Management of all financial documents

•  Provide support to the Channel in efficient management of all cash and financial transactions, ensuring full compliance with the organization policies
•  Ensure all appropriate documentation for Channel team expenses, advances and reconciliations (including per diems) are submitted correctly, in time and in full compliance with the SOPs
•  Provide feedback on financial expenditures, and proactively identify areas for improvement
•  Ensure Channel receives training on appropriate financial and administrative documentation of all activities; ensure that all individuals have appropriate tools needed for documentation

Lead in provision of accurate and timely reports and improved coordination

•  Coordinate with Channel Team Leaders to produce and analyse monthly performance dashboards and circulate to Head of Channel, SMT and the of Director Programmes & Operations.
•  Develop tools and generate regular reports to track progress against recommendations for quality and operations improvement identified through dashboards, reviews, QTAs and other supervision reports
•  Ensure activity work plans and reports are effectively circulated to all Channel teams as appropriate for effective coordination of activities
•  Support Channel Leads in organizing review meetings, including appropriate documentation of all meetings proceedings, action points, and progress against action points from previous meetings.
•  Maintain a repository of the various Centres staffing plans, leave plans and pre-approved lists of locum personnel

Lead in planning Logistics and processing requests; in terms of locum engagement, travel, hotel booking, vehicle maintenance, supplier’s invoices for Channel teams and Channel Lead.

•  Review locum requests and verify licenses before processing the centre request
•  Review accommodation, travel and conference requests against work plans to ensure all the details are captured correctly
•  Review and raise per diem requests against work plans and ensure timely submission
•  Track hotel bookings and air tickets to ensure they are approved on time and sent out to the suppliers
•  Raise requisitions for hotels, conferences, air tickets, vehicle repairs and maintenance on Tradogram
•  Review and process suppliers’ invoices correctly and on time and forward to relevant parties for approval and payment

Storage of data and information on share drive and support requests for information.

•  Archiving of all centres services’ data and information.
•  Update the share point database
•  Ensure an efficient archiving system that is easily accessible by all team members

Knowledge, skills and attitudes

Qualifications:

•  Degree in Business Management /Administration or related discipline
•  Conversant with latest technologies in procurement system & electronic health records & financial reporting

Skills:

•  Proven experience providing excellent administrative support in a fast-paced business environment/Non-governmental organization.
•  Sound knowledge of Microsoft Office applications including MS Excel, Word and PowerPoint required.
•  Strong verbal and written communication skills.
•  Attention to details; ability to spot inconsistencies in reports and data.
•  Experience editing written communication.
•  Ability to work well with others in team environments, build consensus and drive change.
•  Ability to work in deadline driven environment with competing priorities.
• Ability to effectively present information and respond appropriately to questions from team members.
• Highly organized and able to multi-task