Administrative / Day-to-Day Manager

Anonymous Employer

Management & Business Development

NGO, NPO & Charity NGN Confidential
1 month ago

Job Summary

The mission of Life Source Child Development Foundation is to provide orphans and vulnerable children - and their caregivers - with a source of hope through the provision of services that will aid their development and growth, and enable them to attain their potential. Also, to provide welfare services to vulnerable persons in society thus rescuing them from a deleterious future. We are looking for a manager who will be responsible for the smooth running of the organization. Quite simply, you will be the central point of contact for everyone in the organization. You will have to know everything about the organization – its aim, policies, guidelines, and practices - and in turn work with complete integrity. You must be highly organized, trustworthy, with great attention to detail, and have discretion especially as you will be handling sensitive and confidential information about children.

  • Minimum Qualification:Degree
  • Experience Level:Senior level
  • Experience Length:5 years

Job Description/Requirements

Responsibilities:

Admittance of children

  • The DDM will supervise receiving children in the home.
  • If in case the DDM and Social Worker are not comfortable with receiving a child, the matter would need to be immediately brought to the notice of the Management.
  • After receiving the child into the home, the DDM will ensure that the child undergoes all admittance processes.

Meetings & Events Planning

  • The DDM will organize monthly meetings with the Management for the purpose of monitoring the progress made by each child, reviewing the Individual Care Plans, all matters and issues related to the functioning of the home, and the provision of services to children.
  • Organise and coordinate in–house events and meetings.

Supervision of staff

  • Understand each staff’s roles and responsibilities.
  • Supervise all the staff/volunteers working in the home and provide instructions/directions approved by the Management for the smooth and effective functioning of the home.
  • Ensure that all the staff is discharging their duties in accordance with the rules and regulations of LSCDF.
  • Ensure prompt, firm, and considerate handling of all disciplinary matters.
  • Delegate responsibilities to staff for different aspects of running the home, and providing care to children.
  • Mentor and support staff in the discharge of their duties.
  • Escalate matters to the management for support and direction.
  • Be available to staff when required.
  • Use technology, to stay in regular contact, provide/receive useful information and directions on a real-time basis, and track movement.
  • Convene weekly staff meetings to discuss routine matters and resolve problems raised by the staff.
  • Ensure that a performance review is undertaken for all staff in the home.
  • Sanction and approve staff leave and expenses.

Capacity Building of staff

  • The DDM will be responsible to ensure the capacity building of staff in the following areas:
  • Skill Development: Right approaches and skills to help to work with children, counseling and psychological therapy, recreation activities, communication and negotiation with children, positive reinforcement and conditioning to inculcate good behavior.
  • Personal Development: Addressing burnout, stress management, team building, and conflict resolution.

Finance and Administration

  • Approve expenses of the LSCDF staff.
  • Liaise with management for matters related to financing the home.
  • Be the custodian and ensure the safety of important confidential documents, personal files of children, valuable articles of children, etc.
  • Generate regular monthly reports.
  • Reconcile expenses and float with Management at the end of the month.
  • Ensure all records of visitors are kept and visitors experience best-in-class service.
  • Ensure thank you calls/messages are sent out within 48 hours of donation.
  • Ensure proper filing of reports, documents, invoices, letters, forms, etc.
  • Ensure donations are properly recorded and acknowledged.

Nurturing environment for children in the LSCDF

  • Ensure the maintenance and upkeep of the home through proper supervision and inspection—safe and adequate supply of water for drinking, bathing, washing, and other purposes, storage areas are clean and free from rodents, an inspection of food stock, removal of expired food supplies from the store, ensure adequate supply of all materials - food, clothing, toiletries, cleaning materials, etc. Proper sanitary and hygienic conditions in the home and office, working conditions of all electrical equipment, among others.
  • Ensure that the home is a nurturing and safe environment and that children receive robust care.
  • Ensure children interact well with all caregivers and also with one another as a family.
  • Ensure meals are nutritious and balanced.
  • Ensure the rights and entitlements of children are exercised.
  • Ensure that staff are respectful, caring, and nurturing in their attitude towards the children.
  • Supervise and monitor discipline in the home and ensure that staff and children are nurtured using positive methods of eliciting good behavior.
  • Monitor hospital visits, court visits, and any other visits.
  • Ensure that national holidays and birthdays are celebrated through the organization of special events in which all children get to participate.

Education

  • Ensure that the educator is punctual, works according to an individual plan, and delivers quality service.
  • Regularly monitor the educational progress of children.
  • Liaise frequently with educators.
  • Bridge educational gaps to enable children to get to a level where they can be admitted into formal school (if applicable).
  • Ensure support and reinforcement are given by caregivers outside the home-schooling hours.

The health of the children/staff

  • Arrangements to private or government hospitals for the treatment of children if the need arises.
  • Weekly health check-ups & height and weight checks.
  • Up-to-date immunizations.
  • Hospitalization if necessary.
  • Ensure adequate stock of medicine/medical consumables.
  • Ensure prescriptions and medication are administered within the home accordingly.
  • Enforce a handwashing policy.
  • Ensure staff and volunteers are medically fit to care for the children.

Daily routine

  • The DDM must ensure that the daily routine is prominently displayed in key areas and followed by the caregivers in:
  • Meals
  • Education (including art, craft, circle time, reading, and music)
  • Physical exercise/ outdoor play
  • Toilet/Bath/laundry/personal care
  • Rest
  • Recreation (story time, movies, music)
  • Free time
  • Free play
  • Devotion
  • Special programs for Sundays, holidays and national holidays, etc.
  • Ensure that the children are kept occupied with activities and that they are not neglected or restricted to a particular place throughout the day.
  • Be responsible for incorporating inputs of staff in developing a roster for staff and a daily schedule for children.

Facility Inspection

  • The DDM will inspect the facility once daily at the minimum. A record of the timings of the inspection and observations must be kept in a separate book maintained for the purpose, especially with regard to:
  • maintenance of hygiene and sanitation
  • maintenance of order
  • quality and quantity of food
  • hygienic maintenance of food articles and other supplies in the kitchen
  • provisions for medical care
  • security arrangements
  • maintenance of files, registers, and books
  • maintenance or reception area
  • Anything irregular that is noticed will be enquired into and resolved and the date, time, and nature of the action taken will be noted in the book.
  • Where a problem of urgent nature has not been resolved within two working days, the management must be informed. In addition to this, the DDM will pay surprise visits at least twice in a month during the weekends.
  • The DDM will interact with children, observe and obtain feedback about how they are feeling, listen to their complaints if any, check for hygiene, sleeping arrangement, and segregation of children and ensure the caregivers are present and diligent.

Emergency Preparedness

  • The DDM will ensure that staff is prepared, trained, and that each one can function in the time of emergency. She will take prompt action to ensure the preparedness of the home and the staff to deal with emergencies.
  • In case of an emergency such as fire, the DDM will take suitable steps for evacuation and safety of the children.
  • Prepare the staff and guards to follow the stipulated steps; a practice drill will be quarterly held, without previous notice by the DDM.
  • Ensure a risk mitigation plan is put in place so that children are safe in situations of emergency
  • Ensure all staff has knowledge of emergency signs, actions, and the need for access routes to always be kept clear of obstructions at all times.
  • Ensure linkages with emergency services including hospitals, police, ambulance, and fire brigade services.

Safety and Security

  • Be responsible for the safety and security of the home.
  • Ensure that the security guards are punctual, efficient, and professional.
  • Monitor and record any child and staff movement out of the home.
  • Be sensitive to matters concerning children in conflict with the law and not disclose any information or identity of children or give out any information which is confidential.
  • No staff must reveal or disclose or share the details or photos of a child who stays in LSCDF on any media like Facebook, WhatsApp, etc.
  • Ensure all visitors, donors, and volunteers respect the “NO PHOTO AND VIDEO” policy.
  • Ensure all security gates and doors are shut always.
  • Ensure proper usage of all LSCDF properties e.g.: vehicle, and generator.
  • Delete sensitive/processed information from the phone regularly.
  • Protect the image of LSCDF at all times.



Requirements:

  • Minimum academic qualification of  Bachelor’s degree in a related field
  • 5 years of relevant working experience
  • Knowledge of working with children preferred
  • The Candidate's age should be between 35 - 50 years
  • Excellent interpersonal, communication, administrative, people management, and computer skills.
  • Excellent organization, time management, problem-solving, observational, and analytical skills.
  • Compassion, stability, flexibility, passion, and patience
  • Knowledge of general accounting processes and budget managing
  • Facility Management
  • Maintaining office policies and managing health and safety procedures.
  • Keeping records and writing reports
  • Meeting and event planning.


Location: Lekki Lagos


Remuneration: NGN 300,000 - 350,000

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