Malaria Consortium recrute un(e) Chargé(e) de l’administration et de la logistique, Lomé, Togo

Country and project background

To prevent malaria in those most vulnerable to the disease’s effects in areas where malaria transmission is seasonal, the World Health Organization (WHO) recommends seasonal malaria chemoprevention (SMC). SMC is the intermittent administration of monthly courses of sulfadoxine-pyrimethamine (SP) and amodiaquine (AQ), or SPAQ, to children between 3 and 59 months during

months of high transmission. Malaria Consortium has been a leading implementer of SMC since the WHO issued its recommendation to scale up the intervention in 2012. Currently, Malaria Consortium supports at-scale implementation of SMC in Togo, Chad, Nigeria, and Togo, mainly using philanthropic funding received because of being awarded Top Charity status by GiveWell. In Togo, Malaria Consortium started supporting the National Malaria Control Programme (NMCP) in 2020. We aim to work with government and partners to ensure high-quality delivery of SMC to over 600,000 children in Centrale, Kara, Plateaux and Savanes regions.

For the 2024 SMC campaign, the Malaria Consortium will support 5 cycles in 4 regions and 23 districts: Malaria Consortium’s main area of intervention is the Savanes region, with support for certain SMC activities in the other regions where the SMC is implemented.

To assess our performance and to support decision-making, we routinely track the quality of programme delivery, coverage, efficacy, safety, drug resistance, impact, and cost. Specifically, this involves collecting and analysing administrative data, conducting household surveys, and scrutinising stock consumption data. In addition, Malaria Consortium conducts research on selected SMC-related topics to maximise efficiency, drive innovation and demonstrate impact.

Job Purpose

The purpose of this position is to provide Administrative, logistics and procurement support to the country office mainly for the SMC project. The officer will lead in the everyday administration of the office with support from the project staff.

The Administrative and Logistics Officer (ALO) under the guidance of the Country Director will provide general Administrative and Logistics support to the Programme office and ensure efficient use, functioning and management of the office in line with MC policies. This will include to have an updated data bank of preferred vendors . The officer will ensure an effective maintenance system of all office equipment, including generator, photocopiers, computers and its networks, printers and other office assets.

The ALO will support the country office and will reports to the Country Director. S/He will work together with the country team in planning, budget, scheduling and coordination of project activities. He will also liaise with relevant country office staff to ensure resources for scheduled activities are available on time and to required standard, this will include quantification of printed materials ensure logistics are put in place.

Responsibilities

Office Administration (30%):

• Provide and oversee the day to day administration of the office with support from staff
• Provide support to the team by overseeing the management and maintenance of the office assets, utilities, office equipment, consumables and supplies;
• Responsible for recording and updating of office assets in the asset register;
• Provide monthly reports on state activities as it relates to the admin, procurement and logistics to the office manager at the country office;
• Oversee the setting up of a filing system for the office, ensuring ease of storage and retrieval of documents.
• Responsible for the effective maintenance of all IT equipment and computer in the office

Procurement & Logistics (35%):

• Oversee all logistic arrangements including maintaining an updated record of events, travel itineraries of staff and short-term consultants (as applicable) to ensure proper delivery and satisfaction of service to the project;
• Responsible for procurements of assets to the state offices in line with MC procurement policies as well as vendor management and other service providers contracting (including security and IT);
• Will ensure updated records and valid documentation all of vendors.
• Responsible for negotiations with hotels, travel and transport services and oversee general logistics for field/state activities;
• Liaises with Country Office on administrative and logistics difficulties and other office maintenance issues;
• Provide support to the office driver, by providing supervision, coaching and mentoring in developing vehicle movement plan, implementation and review;
• The officer will check the vehicle log sheet and driver’s time sheet and sign off on them monthly;

Programme Activities (25%):

• Support the coordination of internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements;
• Support the compilation of participants list (i.e. CHWs, health facility staff, team supervisors, district staff and regional supervisors), during MDA and other project events
• Responsible for contracting short term vendors in close communication with the country office and in line with the procurement policy;
• Coordinate the administration and logistics of the programme office on all field related activities at country level,
• In line with the programme budget and working closely with the finance officer, ensure value for money of all procurements for programme activities carried out at country level,

Safety and Security focal point (10%)

• Monitor security information and incidents tracking
• Provide regular update to Country Director and country team
• Track all country staff movements to field
• Support the Country Director to regularly update the Safety and Security plan
• Provide support to the Country Director to update contingency plan
• Ensure visitor’s briefing at the request of the Country Director