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Office And Logistics Manager At DEEPEN

Date Posted: 14/Oct/2013
Deadline: Not Specified


DEEPEN is a five-year UK government-funded programme designed to improve the quality of education in private schools in Nigeria. The programme will support low-cost schools in particular and is initially focused on the private school market in Lagos. The Office and Logistics Manager will be responsible for managing the operations functions for the programme which includes all administrative, logistical, facilities and procurement issues and needs. S/he will manage the administrative and logistical assistance to the core team including the Team Leader, Portfolio Manager/Deputy Team Leader and both long- and short-term specialists working on the programme. 

Poor performance and overcrowding in Lagos’ public school system have fuelled a vibrant and growing market in private education. Over 1 million children of primary and pre-primary age are now enrolled in 18,000 private schools with equal numbers of girls and boys. However, only a quarter of such schools are formally approved and consequently the quality of education they offer remains unknown and open to doubt. 

The UK’s Department for International Development (DFID) in Nigeria has initiated an innovative programme to use a market-development approach to improve learning outcomes in Lagos’ private schools. Through a Making Markets Work for the Poor (M4P) methodology, the DEEPEN programme will work through tailored interventions to create an enabling environment and improve the conditions for all private schools, with a particular focus on those that cater for girls and low-income families. Specifically, DEEPEN will aim to build capacity and incentives to stimulate wider initiatives and help parents make more informed choices on their children’s education. This will be achieved through interventions designed to address market constraints in four key and interrelated areas: rules and standards; information; pedagogy; and finance.

Job Description

Accountabilities and Responsibilities 
• Responsible for overseeing all the administrative, logistics and facilities needs of the DEEPEN programme; 
•Provide administrative and logistical support to the Team Leader, Portfolio Manager/Deputy Team Leader and all technical specialists; 
•Manage the security arrangements for the programme, working closely with the Office Manager/Administrator for the Education Sector Support Programme in Nigeria (ESSPIN) Lagos office and the Operations Director for ESSPIN to ensure consistency; 
•Manage all transport needs for the programme; 
•Assist with locating, contracting and securing the new programme office, accommodation for long-term programme staff and/or a programme guesthouse; 
•If required, oversee the management/operations of the programme guesthouse, including overseeing supplies for the guesthouse and updating security information; 
• Facilitate the development of a list of preferred providers of accommodation, approved taxis and training facilities. Ensure continuing compliance with requirements and value for money (in accordance with DFID guidance); 
• Manage the procurement of goods for the programme office for both the original set up and any replacements needed thereafter; 
• Establish retainership agreements with contractors for the maintenance of the office and all other assets and estates for the programme; 
• Ensure all office records are filled and filed accordingly. This includes ensuring the maintenance of an up to date asset register for the programme and that all assets are marked as appropriate; 
• Ensure the smooth running of the programme office by ensuring the adequate supply of office equipment and strict compliance with health and safety regulations; 
• Monitor and record all maintenance work carried out in the office, assets and estates for the programme; 
•Ensure that the programme office meets all the pre-set Mott MacDonald IMS requirements; 
•Ensure the maintenance of a healthy and productive work environment within the office; 
• Support the Team Leader, the Portfolio Manager/Deputy Team Leader and/or the technical specialists in preparing budgets for training events and workshops; 
• Support the Accountant/Finance Officer by providing relevant financial information to inform the production of cash flow forecasts etc.; 
• Establish a communications network with key stakeholders for the programme and with colleagues working on other Cambridge Education programmes in Nigeria, particularly ESSPIN and the Teacher Development Programme (TDP); 
• Ensure the effective coordination of staff on the programme and the proper performance and delivery of duties; 
• Establish good and considerate working relationships within the organisation, demonstrating respect for their own roles and responsibilities; 
• Line-manage the Administrator, Office Assistant and drivers. Responsible for their performance reviews as well as personal and professional development; 
•Work with the Team Leader, Portfolio Manager/Deputy Team Leader, Results and Learning Leader and ESSPIN HR unit (as required) to coordinate and recruit for all human resource needs of the programme staff; 
• Manage contracts for short term staff and local consultants employed on the programme; and 
• Work closely with all colleagues in the office to provide a high quality service to internal and external customers.


Candidate Specification

Special relationships and contacts 
Establish and maintain good and considerate working relationships with the core team, the client (as appropriate), local and international consultants and CE staff working on other programmes in Nigeria (particularly ESSPIN and TDP). Demonstrate respect for the different roles and responsibilities and provide a high quality service to internal and external customers. 

Essential Competencies and Skills 
• Excellent organisational skills; 
• Proven people management and communication skills (in English); 
• Good IT skills and confidence/proficiency in all Microsoft packages; 
• Attention to detail and accuracy; 
• Proven ability to work as a member of a team; 
• Ability to work under pressure and solve problems while retaining the support of colleagues and technical specialists alike; 
• Proactive approach in supporting facility-related issues as well as the logistical requirements of team members, consultants and running a busy development programme office; 
• Excellent time management skills and the ability to multi-task as required; and 
• Willingness to be flexible and prepared to contribute to the programme in other duties as required. 

Required Academic/Professional Qualifications, Training and Experience 
• Minimum of a first degree or equivalent in a relevant area; 
• Relevant professional qualification in administration/office skills/ICT highly desirable; 
• Previous experience in providing administrative support to a programme team; 
• Experience of managing people; and 
• Previous experience of working within a multi-national team highly desirable.

Method of Application

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