J/P Haitian Relief Organization (J/P HRO) evolved as an organization since its inception in January 2010, transitioning from an emergency to a development context. Hence, the need for J/P HRO’s structure to adapt accordingly in order to support new monitoring and reporting needs, as well as efficiency imperatives. J/P HRO is seeking for: One (1) Administrative Manager based in its office in Port-au-Prince, Haiti.

Summary:
The Administrative Manager is responsible of the administrative management of the Organization. S/He ensures the effective Administration, plan, direct, or coordinate supportive services of the Organization; directly overseeing the Administrative team and is responsible for all matters related to office and house Management. The impact of this role is important for the Department and has serious repercussion on the overall operation of the Organization.
The following units will report directly to the Administration Manager: Logistics, Fleet, Warehouse, Office and Site Coordinator and all site offices.

Under the supervision of the Finance & Administrative Director the responsibilities of the Administrative Manager are the following:

• Provide guidance and support to all Program Units and the Country Office in Administrative matters.
• Contribute to team effort by accomplishing related results as needed
• Assist the Finance and Admin Director in examining how office operations are organized, identifying possible areas where operational efficiency can be improved, and recommending, assisting in implementing alternative course of action.
• Responsible for all administration related activities to ensure they provide all required support to the various units.
• Accomplish staff results by communicating job expectations; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
• Conduct feed backing and job coaching of the Administration Staff in a timely manner.
• Be responsible for an ongoing harmonization process of all administrative related activities across all sites.
• Ensure the smooth day-to-day running of the office through supervision and management; planning and supervising work of admin staff including tracking and monitoring of procurements and expenditures.
• Ensure efficient flow of office/domestic supplies and other logistics including water, cleaning, electricity, etc.
• Responsible for the maintenance and purchase of some furniture and fittings for the office.
• Responsible for all material inventory.
• Ensure that working space is sanitary and orderly at all times.
• Collaborate with all department heads and to ensure that purchase of goods and materials for Office and Residencies are properly planned, timely delivered in the required quality at an effective cost.
• Review all lease, services contracts for Office and Residencies and make recommendations to the Finance and Administration Director before approval. Monitor contract implementation and maintain a logbook with up-to-date key management information for all active contracts.
• Ensure that equipment and office facilities are functional. Guarantee the management, maintenance and repairs of material, equipment’s and assets for the Offices and Residencies. It implies to be in liaison with Logistics.
• Ensure general well-being of the offices and compounds in terms of cleanliness and maintenance.
• Participate in Team Leaders meetings and inform other team members of activities, initiatives, etc. in the area of Administration.
• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
• Perform other administrative duties in a manner that supports the Country Office Team and improves JP/HRO efficiency and effectiveness.
• Perform any other task relevant to the administration.

Given the nature of the work, staffs are expected to be flexible and may be asked to carry out duties which are not specifically listed above. The job description may be revised after discussion between the staff member and the organization.

• Degree/certificate in Business Administration / Management or relevant field
• Minimum of five years of previous work experience in office administration in HAITI, with at least 3 years at a managerial position.
• Strong Computer skills (Excel, PowerPoint, Word, Internet, QuickBooks a plus)
• Strong oral and written communication skills in both French and English.

To apply for this position please submit your resume, motivation letter including copy of diplomas to the Human Resources Department before March 18, 2016 at 17, Rue Maurice Latortue, Delmas 48 or hrstaffing@jphro.org.

Please mention the "position applied for" as subject of your email. Only Shortlisted candidates will be contacted for interview.