Senior Administrative Officer

Job Description:

Support the Implementation of Activities:

• Review budgets for activities to ensure accuracy and compliance with MMSL policies.

• Provide operational and logistical support to the implementation of project activities.

• Coordinate with District Programme Officers to ensure that the required support to implementation of activities is provided on time.

Procurement:

• Support the Operations Manager to implement the MMSL procurement policy.

• Support the Operations Manager to update the approved suppliers list.

• At Freetown level, lead in requesting for quotations from service providers for stationery, office supplies, venue rentals for workshops.

• Prepare evaluations for procurement of goods and services and present for review and approval.

Travel Management:

• Lead to manage MMSL’s relation with hotels across the country.

• Lead to book hotels for staff and partners to stay.

• Liaise with hotels to ensure that they are paid on time.

Health Safety and Security:

• Support the Operations Manager to implement MMSL Health, Safety and Security policy.

• Ensure that the MMSL office is in compliance with the Health, Safety and Security Policy.

• Ensure that all staff aware and are in compliance with the Health, Safety and Security Policy whenever they are in the office conducting MMSL business.

Office Administrations:

• Allocate and process internet and mobile phone topup for staff telephones and internet modems respectively.

• Through the Office Assistant, oversee office cleaning, utilities, repairs, and maintenance.

• Through G4S, oversee security of the MMSL office.

These deliverables are flexible to respond to changes in the scope and needs of the wider programme.

Candidate Specification:

Skills

• Good experience on how to support the implementation of activities, especially large-scale training of school actors at district and school levels.

• Good experience in how to implement office Health, Safety and Security

• Knowledge of office administrations functions such as procurement, travel management, office administration

• Fluent use of core computer skills, including Microsoft Office (Word and Excel.

• Strong communication skills to communicate clearly, both oral and written.

• Ability to work effectively as part of a team, which includes supporting government officials.

• Ability to prioritise and work under pressure.

Qualifications

• Higher (undergraduate) degree in a relevant area desirable

• At least 5 years' practical experience in office administrations and programme support and administrative functions.

• Experience working for reputable international organisations in similar positions.

Language

• English (professional proficiency)

• Krio (fluent spoken)

Job Profile:

FCDO awarded Mott MacDonald to lead the implementation of the Sierra Leone Secondary Education Improvement   Programme (SSEIP) 2, which builds on the work of the first phase: Sierra Leone Secondary Education Improvement Programme (SSEIP 2), also called Leh Wi Lan (Krio for “Let’s Learn”).

The Programme will support the Ministry of Basic and Senior Secondary Education (MBSSE) to improve learning outcomes for boys and girls at secondary level and to increase the enrolment, retention and well-being of girls and children with disabilities in school. 

The Senior Administrative Officer is based in the Mott MacDonald Sierra Leone (MMSL) Freetown office, supporting on programme support activities, such as   supporting the implementation of activities, procurement, travel and general office security and administration.

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

Agile working

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.