Vacancy title:
IT & Office Administrator

Jobs at:
Clinton Health Access Initiative (CHAI)

Deadline of this Job:
29th November 2018

Duty Station:
Kigali, Rwanda

Summary
Date Posted: 16th November 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:

Reporting: Procurement & Admin. Coordinator

BACKGROUND:

The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to saving lives and reducing the burden of disease in low-and-middle-income countries while strengthening the capabilities of governments and the private sector in those countries to create and sustain high-quality health systems that can succeed without our assistance. For more information, please visit: http://www.clintonhealthaccess.org

POSITION OVERVIEW:

CHAI Rwanda based program is seeking a highly motivated individual to provide office support functions. He/she will oversee all aspects of the IT infrastructure for smooth functioning of the CHAI Rwanda program and provide IT support for project staff. He/she will support and coordinate a variety of Administrative activities ensuring that logistics, transport and office services are provided in the most efficient and timely manner and to the standards and expectations of CHAI Rwanda leadership.

The individual will assist other administrative staff, primarily through the coordination of visitors, parcels, office supply stock, front desk tasks and communications. This position requires someone with mastery of task prioritization, customer service, and strong problem-solving skills.

IT Duties & Responsibilities:

• Computer Systems (Software and Hardware) and Servers:
  
• Troubleshoot and solve any hardware/software issues reported by CHAI Rwanda staff to minimize the downtime.
  
• Act as a primary administrative contact for IT issues in country and vis a vis HQ
  
• Install operating systems and business packages software as well as perform repair as needed.
  
• General monthly check of systems performance;
  
• Ensure that all programs installed are safe and genuine copies and no unauthorized software is installed;
  
• Ensure that antivirus software are installed and updated;
  
• Ensure server, firewall and domain controller are up and running;
  
• Schedule regular preventive maintenance of all IT equipment;
  
• Check system logs for conflicts, software faults and potential hardware faults;
  
• Perform regular check of domain and file server, network equipment, ups and CCTV system
  
• Report any critical or unresolved issue to the Procurement and Admin. Coordinator and/or any other person indicated by the employer.
  
• Work closely with HQ IT on helpdesk, network, domain, encryption and IT security issues.
  
• Work with vendors of genuine IT equipment and IT consumables in coordination with procurement team
  

Network:

• Ensure that the wireless LAN (Local Area Network) is correctly and optionally configured;
  
• Assess wireless throughput and coverage is evenly spread in whole office
  
• Monitor internet bandwidth provided by the ISP, check to ensure it meets contract specifications;
  
• Verify security settings on the wireless LAN, ensure that firewalls and intrusion prevention and detection systems are in operation;
  
• Ensure network devices, peripherals and resources are accessible and properly configured
  
• Prepare reports on network and system health and communicate improvements if needed
  
• Printers, Copiers and Uninterrupted Power System (UPS):
  
• Clean and remove accumulated dust from machine parts
  
• Lubricate moving parts in the printers (gear wheel and rails).
  
• Clean and remove dust and stains from the casing of the printers.
  
• Perform scheduled preventive maintenance based on the needs of the hardware products as specified by the manufacturer.
  
• Provide the required maintenance tools, diagnostics and documentation to perform the service.
  
• Ensure that the peripherals firmware are updated with the latest released and/or patches from the manufacturer.
  
• Coordinate availability of consumables and have them stock ready
  

Communication:

• Setup and configure email systems and outlook for all staff.
• Provide training if necessary. Troubleshoot an issue with the mail system and liaise with CHAI GLOBAL IT Team to resolve persisting email issues Troubleshoot issues related to Microsoft
• Exchange and office suite.
  
• Educate CHAI Rwanda personnel on CHAI IT usage policy;
  
• Optimize email communication via GSM network for staff in the field;
  

Training:

• Provide training to users on new or existing technologies (hardware and software) as needed and requested by CHAI Rwanda Leadership;
  
• Assess the ICT capabilities as users of the staff and suggest any needed professional development;
  Innovation:
  
• Advise CHAI Rwanda on new technologies appropriate to, and useful to its operations as they emerge.
  

Administrative duties & Responsibilities:

• Provide and manage tracking and issuance of local phone handsets and sim cards to official CHAI visitors and ensure that an up-to-date written record is maintained of devices and numbers;
  
• Support all visitors on logistical matters such as arranging for lunch, office supplies, and answer any queries related to logistics;
  
• Ensure that all new employees are issued with work sim cards and keep a written record;
  
• Manage office meeting rooms through the available booking calendar;
  
• Supervise and monitor the Office maintenance/Cleaner’s productivity and provide constructive feedback and Coaching where necessary;
  
• Coordinate the internal/external smooth flow of information and correspondence from office of Country Director;
  
• Provide support to the CD office as required;
  
• Develop and manage a courier system;
  
• Typing/word processing, drafting of letters, preparation of spreadsheets, schedules etc. as requested by the Country Director;
  
• Oversee and ensure adequate and timely cleaning of the office through supervision of the Office Maintenance/Cleaner;
  
• Creation of the cleaning schedule and sign sheet for each restroom, kitchen and work areas and monitoring completion of same on daily basis.
  
• In coordination with the office maintenance/Cleaner Conduct regularly informal facility inspection to identify any defect e.g. if there is a need to carry out repairs to the structure, interior and exterior of the building including: drains, fixture, and fittings, roof, walls, doors, windows so that appropriate action is taken timely.
  

Reception Duties:

• Be punctual and available to execute duties from 8 am to 5 pm all business days;
  
• Ensure that the reception area is always clean and tidy;
  
• Welcome guests who arrive in the reception; and serve them according to their needs
  
• Identify, direct and control the movement of visitors in the office
  
• Ensure that the office is at all times secure during office hours;
  
• Ensure adequate coverage and complete coverage of the reception area at all times including —reception by the Office
• Maintenance/cleaner as needed;
  

Mail and parcels

• Keep written a record of in/outgoing couriers
  
• Receive incoming parcels; register them and distribute them accordingly
  

Communications:

• Answer all incoming telephone calls and handle them accordingly
  
• Coordinate the internal/external smooth flow of information and correspondence to, from the CHAI Rwanda office;
  
• Ensure that no unauthorized persons use the office phone. If there is any genuine cause, seek permission from office the Procurement & Admin. Coordinator;
  
• Send emails, make calls, coordinate deliveries, scan documents per the instruction of CD;
  

Resource management:

• Ensure that the notice board for meeting bookings is always well organized and up dated.
  
• Responsible for the receipt, control, and storage of co-shared supplies and materials
  
• Monitor all the items received, stored and issued from the stock;
  
• Monitor the level of stock so that minimum stock level is alerted so that replenishment is done on time;
  
• Monitor and ensure the security of all goods stored in the store room
  
• Executing any other assignment as requested by your supervisor.
  

Qualifications:

• Bachelor’s Degree in an IT/Computer Science related field with 3-5 years’ experience;
  
• Demonstrated experience in office IT and general administration support;
  
• Highly advanced computer skills, with proven expertise in network and server administration, user and systems support, and Microsoft Office suite;
  
• Strong analytical, problem solving, and troubleshooting skills;
  
• Exceptional diplomatic, interpersonal skills and ability to work in group settings;
  
• Excellent and proven organizational skills and attention to detail;
  
• Experience working in an international non-profit environment;
  
• Ability to prioritize and multi-task;
  
• Ability to think creatively and be proactive;
  
• Self-motivated, team player and takes initiative;
  
• Strong verbal and written skills in English required. Knowledge of additional languages of Rwanda is a plus;