Job Description

Job title:  

Administrative Officer

Work Location:

Kono

Department:

Operations

Reports to:

Administrative Manager -Kono

Line Management

Yes

Organization Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world. 

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

Role Summary

The Administrative Officer supports the daily administrative operations of the Kono office. The role is responsible for implementing administrative systems and SOPs, managing office supplies and General Program Equipment coordinating maintenance and services, and maintaining accurate records. The post-holder ensures the office runs safely, efficiently, and professionally to support program and clinical teams.

Essential Duties and Responsibilities:

Key Responsibilities

      1. Office Operations & Facilities Support

• Coordinate day-to-day office running: cleaning services, utilities, minor repairs, security arrangements, and office supplies.
• Serve as the first point of contact for service providers, and landlords.
• Monitor office space allocation and ensure a safe, clean, and functional work environment.

      2. Supplies, General Program Equipment (GPE)& Inventory Management

• Track and manage stock levels for office consumables and stationery.
• Support the maintenance of the office General Equipment Register, including tagging, tracking, and routine checks.
• Raise requests for procurement of administrative goods/services in line with PIH policy.

     3. Records & Documentation

• Maintain organized filing systems for administrative records, contracts, service agreements, and correspondence.
• Update and maintain office documentation, logs, and trackers as required by the Operations team.
• Support preparation of monthly administrative reports and data for the Administrative Manager.

      4. Logistics & Travel Support 

• Assist with travel bookings, accommodation, and DSA processing for staff and visitors, in coordination with the HR/Fleet team.

      5. Administrative Support

• Provide front-desk/reception support, manage visitors, and respond to routine office inquiries.
• Support administrative staff scheduling and leave tracking for cleaners and office assistants.
• Act as a backup to the Administrative Manager during absence.

Education and Work Experience Requirements:

Education: Diploma or Bachelor’s degree in Business Administration, Public Administration, Office Management, or related field.

Experience: Minimum 3 years’ experience in administration, office management, or operations support. NGO experience is an advantage.

Skills: Strong organizational and multitasking skills; Proficient in Microsoft 365 suite; good written and verbal English. Experience with asset tracking or procurement processes preferred.

Core Competencies

• Attention to detail and reliability 
• Customer service and team-oriented attitude
• Ability to work under pressure and manage multiple tasks
• Integrity, confidentiality, and commitment to PIH’s mission of health equity

Safe Guarding

Partners In Health (PIH) is committed to ensuring that those who benefit from our work, including patients, families and community members, are treated with respect and dignity. We recognize that our work is rooted in vulnerable communities and, as a social justice organization, we are responsible for enforcing standards for the treatment of those we serve and consequences for those who fail to uphold these standards, which rest at the core of our mission—providing a preferential option for the poor. PIH does not and will not tolerate any individual associated with our work carrying out any form of sexual abuse or sexual exploitation including abuse of children.

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