Administrative Officer (Equatorial Guinea)

Job Description

MCDI is currently seeking an Administrative Officer for our office in Malabo, Equatorial Guinea to begin in January 2016. This position would backstop the Bioko Island Malaria Control Project (BIMCP) and the Equatorial Guinea Malaria Vaccine Initiative (EGMVI). BIMCP, now entering into its 10th year of implementation, seeks to substantially reduce morbidity and mortality caused by malaria on Bioko Island. Interventions are centered on indoor residual spraying, distribution of long-lasting insecticide-treated mosquito nets, case management, and monitoring and evaluation. The new five year phase of the project will include a substantial investment in HR development and a strong commitment to capacity-building and integration, the objective of which is to prepare the Ministry of Health and Social Welfare in Equatorial Guinea to assume full responsibility for the management of the BIMCP’s malaria control activities. EGMVI is currently in its second stage which is expected to be completed at the end of December 2015 and has recently entered a third concurrent stage which will last until December 2018.

Overview of Position: The MCDI Administrative Officer (AO) is responsible for the overall administrative management of project activities to include the implementation of all services required to administratively support field office operations. Much of such work is guided by the framework provided by the BIMCP/EGMVI Financial and Administrative Procedures Manuals.

Line of Authority: The AO reports directly to the MCDI Chief of Party,and through him to the Project Manager, and to the Director of the International Division. The AO works closely with the Home Office Operations Manager, and the Home Office Finance Officer. The AO will work with all BIMCP and EGMVI members in a collaborative manner and will promote a collegial and participatory approach to project management and implementation.

Roles and Responsibilities:

The Administrative Officer will, inter alia:

I. Administrative Duties

A. Human Resources

• Track and oversee 1) time and attendance reporting; 2) vacation and leave management; and 3) personnel recordkeeping.
• Prepare payroll
• Manage field payroll operations;
• Oversee disbursement of funds for local expenditures;
• Recruit, train and supervise local administrative staff and assist in the recruitment of finance staff;
• Ensure that recruitment for all positions is conducted in a transparent manner and follows MCDI policies and procedures
• Prepares all contracts for local hire
• Ensure that contracts for all local-hire staff are prepared in a timely manner, and are fully compliant with EG labor laws;
• Monitor the publication of salary increase decrees and other legislation having an impact on contracting, benefits and remuneration of national staff, and ensure that contracts are updated as required;
• Monitor the disciplinary process and ensure compliance with MCDI, BIMCP, and EG policies and relevant regulations in order to avoid potential risk and liability from wrongful disciplinary actions
• Closely monitor any claims by former employees received from the Ministry of Labor or the Labor Magistrate; seek legal guidance, as needed; notify Home Office of claims and developments pertaining to them;
• Enlist the support of the MOHSW as required in responding to labor claims;
• Directly oversee the work of the NMCP Accounting and Warehouse Officer, and the national Administrative Assistant, as well as the local-hire administrative staff;

B. Logistics/Inventory

• Manage procurement of local goods and services in accordance with the BIMCP/EGMVI Administrative Procedures and Finance Manuals, to include obtaining quotes and spot checks for verification of market prices and confirmation that goods and services were provided at the rates quoted;
• Facilitate securing of official documentation for transportation, visa, and registration requirements;
• Coordinate project-related logistics activities with relevant MEGPL/AMPCO staff;
• Ensure that each component and the administrative unit itself maintains an inventory system, including the identification of re-order levels which will allow the project to avoid stock-outs of critical goods, taking into account processing and shipping time
• Maintain inventory records based on MCDI inventory management systems;
• Support the procurement tracking/reporting system, to include timely confirmation of receipt and safe storage in appropriate warehouse sites of all supplies, equipment and other assets procured by the Project.
• Manage the vehicle fleet, to include adherence to control systems and maintenance schedules;
• Oversee the development and execution of weekly and monthly transport plans and advise the COP and component managers on the rational use of the fleet
• Ensure vehicle safety through close monitoring and oversight of the implementation of the Driver Safety Action Plan
• Notify Home Office and Marathon of any vehicle accidents or other safety incidents, as per the protocols established for doing so;
• Oversee the maintenance of the physical plant and ensure that all HES standards are being met
• Coordinate living accommodations for long term staff; oversee contracting of rental housing and provision of utilities, internet services and furnishing; together with the COP, allocate available housing among the expatriate project team members;
• Support short term consultants as required (lodging, airport pickups, etc.)
• Facilitate securing of official documentation for transportation, visa, and registration requirements;
• Coordinate project-related logistics activities with relevant MEGPL/AMPCO staff;
• Maintain inventory records based on MCDI inventory management systems;
• Manage the vehicle fleet, to include adherence to control systems and maintenance schedules;
• Develop and oversee the execution of weekly and monthly transport plans and advise the COP and EGMVI staff on the rational use of the fleet
• Ensure vehicle safety through close monitoring and oversight of the implementation of the Driver Safety Action Plan
• Notify Home Office and Marathon of any vehicle accidents or other safety incidents, as per the protocols established for doing so;
• Oversee the maintenance of the physical plant and ensure that all HES standards are being met
• Support short-term consultants as required (lodging, airport pickups, etc.)

II. Counterpart Capacity Development

The MCDI expatriate technical and management team will continue to provide training to the national counterpart team, with the objective of enabling them to assume increasing responsibility for the activities within the program areas they have been trained in. The AO will train the NMCP personnel designated by the MOHSW in the area of administrative management.

The AO will work with the national counterparts and other officials of the Government to assist in developing and implementing administrative procedures within the National Malaria Control Program that satisfy donor requirements for accountability and transparency, and will oversee (audit) compliance with these procedures as required.

Other Duties

• Maintain and support the IT infrastructure/programs of the field office;
• Communicate with the Home Office on a daily/weekly basis by e-mail, phone calls and/or fax, as needed;
• Maintain donor and external relations by participating in presentations, preparation of reports for public dissemination, and participation in on-the-job training efforts focused on capacity building.
• Participate in project development efforts so as to possibly increase program activities in continental Africa and elsewhere;
• Participate and assist in the preparation of new technical proposals, as necessary
• Perform other activities as determined by the International Division Director.

Qualifications, Skills and Experience:

• Five (5) years relevant experience in International Development program administration.
• Highly computer literate, highly skilled in the use of MS Excel and proficient in the use of Windows® programs for word-processing, database management, presentations, and electronic communication.
• Experience with logistics management, procurement (purchase requests, tracking procurement)
• Good interpersonal skills, team player, highly adaptable and able to work under stress.
• Sensitivity to the concerns of the developing world and able to work with community-based providers from different cultural backgrounds.
• Excellent command of both Spanish and English (French also desirable). Good oral and written communication skills.
• Work experience in a developing country context is required; work in African countries is preferred.
• BS/BA in Finance, Business Administration or a related field.

Start of activities: January 2016

Location: Malabo, Equatorial Guinea

Term: Twelve months, with possibility of renewal

Application Requirements

To apply, please submit:

1. an updated cv,
2. a cover letter, and
3. a completed USAID Biodata Form (1420)

to mcdijobs@mcd.org or mail to MCDI, 8401 Colesville Road, Suite 425, Silver Spring, MD 20910, attention HR by December 4, 2015.

About the Organization

The International Division of MCD Inc. was created in 1977 based on the belief that MCD's successful approach to health systems development in the rural United States could be adapted to meet the needs of developing nations. Since its founding, MCD International has provided assistance to the health systems of over 40 countries in Africa, the Caribbean, Central and South America, and the Middle East. We have worked in concert with a wide spectrum of organizations, from grassroots community groups to multi-lateral donor institutions, to improve the quality and quantity of care and to make that care affordable and accessible to the neediest people on earth.

MCD International has worked to enhance the well-being of peoples and communities in developing nations for almost forty years. We have supported health sector interventions across a broad spectrum of program areas to include maternal and child health, HIV/AIDS/TB, malaria prevention and control, water supply and sanitation, and health sector reform and financing. For each project that we manage, MCD International strives to find innovative and creative ways to implement technically appropriate and results-focused best practices that respond to the evolving health status profiles of the beneficiary populations where we work. MCD International has worked with a diverse array of organizations, from grassroots community groups to multi-lateral donor institutions. The experience and knowledge gained through these collaborative efforts has enabled us to incrementally improve the quality and effectiveness of our project portfolio.

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