Senior Management Support Services Manager at an Indigenous Non-Profit and Non-Governmental Organization

We are an indigenous non-profit and non-governmental organization with a Head Office in Abuja and field offices in several locations across Nigeria. We are in the business of saving lives, making life more meaningful and productive for all Nigerians and especially for people living with; and affected by HIV. It is an organization built on strong core values, we believe strongly in commitment, innovation, inspiring leadership, and partnerships.

We are recruiting to fill the position below:

Job Title: Senior Management Support Services Manager

Location: Abuja (FCT) 
Employment Type: Full-time

Job Purpose

• The Senior Manager, of Management Support Services (MSS) is responsible for the overall management of the organization’s operations, including HR operations, facility management, asset and fleet management, and travel coordination across the central office in Abuja and all operating state offices.
• This role is crucial for ensuring operational efficiency, effective resource allocation, and alignment with organizational goals.
• Reporting directly to the Head of Management Support Services, the Senior Manager will provide strategic oversight of all administrative, logistical, and human resources functions, working to create a conducive working environment and ensuring that programmatic and non-programmatic activities run smoothly.

Specific Duties and Responsibilities
Operations Management:

• Manage the overall operational framework of the organization, encompassing facilities, assets, fleet management, and travel coordination for the Abuja central office, state offices, and CIHP-supported sites.
• Ensure efficient coordination of significant administrative oversight functions across all offices, with a focus on financial data management, processing procedures, and budgeting for office running activities.
• Oversee the delivery of essential management support services, ensuring all administrative, operational, and logistical activities meet organizational standards and objectives.
• Collaborate closely with the Head of Management Support Services to plan, manage, and control all operational budgets for administrative functions across offices.

HR Operations Management:

• Oversee all HR operations, including recruitment, performance management, compliance, and employee relations, ensuring alignment with organizational objectives and legal requirements.
• Facilitate continuous professional development and training for administrative staff to foster growth and efficiency in the workforce.
• Act as a liaison between HR and other departments, ensuring effective communication and organizational alignment.

Administrative Oversight:

• Provide effective management and oversight of administrative operations, ensuring smooth daily activities in the Abuja central office, state offices, and supported facilities.
• Develop, implement, and monitor administrative processes and procedures to improve efficiency, including logistics coordination, space planning, and resource allocation.
• Supervise, train, and schedule the workload of administrative personnel, ensuring a well-organized and efficient team.
• Oversee the creation and maintenance of a conducive work environment, ensuring the availability of resources such as office supplies, equipment, and furniture.

Facility, Asset, and Fleet Management:

• Oversee facility management within the central and state offices, ensuring compliance with health and safety regulations and the proper maintenance of all facilities and equipment.
• Manage asset inventory, ensuring proper tracking, documentation, and utilization of resources to prevent loss and ensure optimal use of organizational assets.
• Coordinate fleet management, including vehicle maintenance, fuel usage, scheduling, and compliance with transportation policies, to ensure efficient movement of staff and resources.
• Manage and provide oversight functions over all of the organization’s assets/ inventories at the Central office, State Offices and the organization-supported facilities to ensure they are effectively managed, recorded, monitored and consistent asset register status updating in accordance with the organization's Standard Operating Procedures based on monthly, quarterly and annual asset verification exercise.

Logistics and Support Services:

• Ensure the provision of logistic support for programmatic and non-programmatic activities, including event management, travel arrangements, and supply chain logistics.
• Coordinate with vendors and service providers for office supplies, security services, maintenance, and other operational needs to ensure uninterrupted business operations.
• Provide ongoing support to state offices and project sites, ensuring resources are available for smooth operations and that logistics are effectively managed.

Organizational Development & Improvement (ODI):

• Lead organizational development initiatives aimed at improving the efficiency of administrative, HR, and facility management processes.
• Collaborate with leadership to implement change management strategies and ensure smooth transitions for new policies, procedures, and systems across the organization.
• Work closely with all units to ensure a continuous improvement culture within the organization, identifying and addressing inefficiencies in service delivery.

Key Goals & Objectives

• Establish and maintain a high-functioning administrative and operational structure that supports both programmatic and non-programmatic activities.
• Create a conducive working environment by ensuring that resources, equipment, and facilities are available and properly maintained.
• Promote a health and safety-focused environment across all facilities, ensuring compliance with organizational and regulatory standards.
• Foster teamwork and a culture of continuous improvement among administrative staff to drive the successful execution of organizational goals
• Perform any other duties as assigned by the supervisor or his/her designee.

Qualification and Experience

• Master's Degree in Business Management, Business Administration, Social Sciences, or its recognized equivalent with 5 - 7 years of relevant experience.
• Minimum Five years of professional experience in office administration.
• Demonstrated high-level organizational, communication, and administrative experience.
• Demonstrated experience in data entry and data management for financial records.
• Demonstrated experience in the development and implementation of policies and procedures.
• Good working knowledge in the use of MS Word, Excel, Email, and the Internet.
• Excellent interpersonal and organizational skills with the ability to organize the workflow and coordinate activities and prioritize workload.
• Knowledge of office management techniques with the ability to research and resolve office management and questions.
• Ability to handle confidential information with discretion and make reasoned judgments in a timely fashion. Committing to a course of action without undue delay or prevarication.
• Good interpersonal skills, including the ability to establish and maintain effective working relationships with others.
• Effective written and verbal communication and presentation skills, transparent and honest.
• Event management skills and corporate representation acumen.
• Experienced in security and safety management in diverse operating environment including those similar to the Northeastern part of Nigeria.
• Strong knowledge of major donors’ (and US implementing partners) policies and procedures.
• Experience in dealing with challenging and sensitive situations in a diplomatic and professional manner.

Application Closing Date
9th September, 2024.

Method of Application
Interested and qualified candidates should:
Click here to apply online
And
Send their current CV and Suitability Statement (not more than 200 words indicating position and location) in Microsoft Word format to: [email protected] using the JOB TITLE, LOCATION AND APPLICANT FULL NAME (e.g "COM01 Abuja, ADESUWA NWACHUKWU") as the subject of the email.

Note

• It is important to apply via the link and the mail, as applications sent to ONLY the email address will be considered invalid.
• Only short-listed candidates will be contacted to advance to the next stage of the selection process.
• We believe in Equal Employment Opportunity and strongly encourage qualified Locals and women to apply.
• Applications are reviewed in the order of arrival, and we reserve the right to close the advert before the term initially indicated if suitable applications are received.
• This organization does not charge any fees for submission of job applications and interviews.