Administration Department

About The Administration Department

The Administration department is a subset of the Corporate Operations Office of IHVN providing support services for all activities of the organization. a Human Resources, Office Management, Information Technology, Safety & Security, Maintenance & Facilities Management, Building Services (constructions and renovations), and Travels (local and international) Units are part of this department.

The Director of Administration heads the department and develops short- and long-term goals and strategies for each of the aforementioned units.The overall goal of this department is to provide quality administrative support for effective and efficient implementation of all IHVN programs.

Unit contact email: [email protected]

About The Information Technology Unit

This unit meets the Information Communication Technology needs of the Institute with cutting edge digital office and networking equipment. It utilizes state-of-the-art video conferencing, file /data servers, internet protocol telephony systems and a host of business data management and processing applications. All these are interconnected for efficient service delivery

It also provide first-level, end-user technical support to enable staff perform their tasks with ease while managing the activities of service providers.

Core areas:

• Systems management: coordinating and supporting the design, implementation, operation, documentation for all purchased and / or developed information systems.
• Network and systems security: configuring and maintaining information security infrastructure for internal and external systems.
• Assuring procurement efficiency and effectiveness of all information systems and equipment.
• Training of staff on information technology

Unit contact email: [email protected]

About The Maintenance Unit

This Unit supports maintenance service delivery at all IHVN facilities. We design, install, repair, update, upgrade and maintain all architectural, mechanical and electrical infrastructure within the Institute while ensuring that standards and codes are kept.

We also design electrical/mechanical services for biomedical and biotechnological infrastructure, such as Bio-Safety Level 2 and Bio-Safety Level 3 laboratories supported by the Institute.

The Unit handles plumbing services and is responsible for diesel distribution for the Institute. It recommends and obtains quality equipment and liaises with suppliers and contractors for optimal performance.

Preventive maintenance is a key function of the unit. It ensures timely planning, and conducts assessments when technical issues arise. Other functions include;

• Proposing safe and sound mechanical, electrical, electronic designs. and sundry circuits and maps.
• Ensuring surveillance, maintenance and refurbishment of circuitries, installations, equipment, devices and mechanical support systems within all IHVN centers.
• Providing safe power structure and utility for everyday use by IHVN staff/professionals.

• Screening and monitoring of contract terms and methodology to ensure only the best methods are admissible.
• Eliminating waste in the use of gadgets, equipment, and all electrical, mechanical utility/consumables.
• Ensuring optimum use of electrical/mechanical and electronic equipment such as generating sets, air-conditioners, inverters/UPS etc.

Unit contact email: [email protected]

About The Human Resources Unit

The unit is responsible for human resource management. It ensures that staff are treated with empathy, equity and fairness and have good working conditions. We consciously and continually aim to increase motivation, sense of satisfaction and team work for increased productivity and achievement of organizational goals.

Our core areas are,

• Management support services: staffing and staff development which includes recruitment, selection/placement processes, staff orientation, postings/transfers, discipline, assessment and staff performance, record keeping, leave management, capacity building and training.
• Staff Benefits: staff insurance, health Insurance, general insurance and retirement benefits, etc.
• Employee relations manages staff interpersonal relationship, communication, industrial relations, conflict management, attendance/movement management, provision and implementation of staff policies, organization and management of all ad hoc and temporary staff.

Unit contact email: [email protected]

Download the IHVN Health Insurance Policy Document

Click here to Download our HR Policy Manual

About The Office Management Unit

The Unit ensures that there is a good working environment for all staff members to perform optimally. It coordinates space allocation to staff, maintenance of office furniture, fittings and equipment, supervision of administrative staff, coordination and management of the Institute's guest houses, and provision of office stationeries.

We make sure that utility bills are paid promptly and the office premises is properly cleaned. Coordination of the transport and travels unit are also carried out by the Office Management Unit.

Unit contact email: [email protected]

About The Travels Unit

The Travels Unit of the Institute simplifies travels process for staff as they embark on trips in line with the Institute's objectives of mitigating HIV, tuberculosis and other infectious diseases. It makes the process of travel planning easy for staff and ensures that there is a smooth travels process which includes, booking flights and obtaining necessary information on travel plans, and advisories. The unit also makes sure that required documents are obtained for travel.

We work directly with registered travel agents and serve as a liaison with staff to determine the best possible travel arrangements, and accommodation for the staff's particular needs.

We are highly organized with knowledge in GDS Distribution –Amadeus for best travel arrangements

that suit both the staff & the organization financial travel expectations. Safety is also a factor in travel,

so the unit keeps abreast of the latest news, ensuring that each planned destination is safe for the staff.

Unit contact email: [email protected]

About The Building Services

This unit is responsible for project management of construction, upgrades and renovation of facilities supported by the Institute. It responds to the project needs of the program units or management. It assesses, analyzes, designs, set costs and manages the projects from initiation or conceptualization to completion.

Over 200 primary and tertiary health care centers across the country have benefitted from renovation of building and provision of basic items such as furniture and laboratory equipment. These hospitals include the BSL 3 laboratory in the National TB/Leprosy Training Center in Zaria, University of Uyo Teaching Hospital in Uyo, Jos University teaching Hospital, Mainland Hospital Yaba, Lagos and Aminu Kano Teaching Hospital in Kano. Others include multi-drug resistant tuberculosis treatment centers and prevention of mother-to-child transmission (PMTCT) centers.

The unit also advises management on site renovation and upgrades as it relates to, designs, costing and management of projects both for implementation and budget purposes.

It has also been involved in the supervision of the International Research Center of Excellence (IRCE) under construction.

Unit contact email: [email protected]

About The Safety and Security Unit

This unit is entrusted with ensuring the safety of both staff and assets of the Institute. The unit identifies, evaluates and manages risks and takes precautionary measures to safeguard staff and equipment. It also offers advisory services and safety tips to staff.

We keep staff alert through regular drills, supervise fire wardens and make sure that safety measures are adapted in the Institute's offices and training centers. Another area of focus for the unit is making sure that security equipment like the CCTV, fire alarms function and are utilized for optimum security of employees.

The Unit’s activities are also directed towards safety of our visitors. We gather useful information to guarantee safety across the states we work. Protection of the Institute’s properties and reporting unsafe and dangerous situations that affect our work across the country also falls under our responsibilities.

We design plans and procedures to deal with security incidents and emergencies. This is to ensure that security measures proportionate to the assessed risks are put in place and the impact of any incident or emergencies are minimized. The unit also investigates security incidents.

Unit contact email: [email protected]

About The Board Secretariat and Legal Unit

The Legal unit and Board Secretariat are currently merged and function as one, reporting to the: MD/COO, the CEO, and the IHVN Board.

The Unit currently handles Legal, Board and Quality Management System ((QMS) Matters. The Legal Unit is responsible for the following processes:

• Contract/Agreement Drafting
• Contract Execution
• Contract Review
• Policy Drafting
• Policy Review
• Vendor Registration
• Business/Legal Opinion
• Legal Advice
• Witnessing
• Response to Suits/Legal Matters
• Tenancy Matters
• Patent/Copyright Issues
• Board Meetings/ Board Affairs
• Company Documents/Registrations

BOARD SECRETARIAT’S FUNCTION

1. The Board Secretariat’s role is to facilitate the government, conduct, management, and control of the organization by coordinating the exchange of information and decisions between the Board and the administration. The activity is carried out most visibly through the facilitation of meetings of the Board and its Committees. Maintenance of the official record of Board decisions, in the form of resolutions, is a major responsibility.
2. The Board of Directors is supported by a Board Secretariat composed of the Secretary of the Board, the Assistant Secretary of the Board, the Governance Officer, and the Governance Coordinator and other support staff as needed.

COMPANY SECRETARY/SECRETARY TO THE BOARD DUTIES:

1. The Company Secretary is domiciled at and heads the Board Secretariat.
2. Records: The Company Secretary records and securely distributes all board and committee meeting minutes (sometimes with the help of a staff member), coordinates their review and approval, and ensures their accuracy as the official record of board discussions, votes, and actions. He also maintains important board, corporate, and stockholder records and documents, such as business licenses, stock issues, proxy statements, and disclosure filings in accordance with relevant laws.
3. Meeting/Event Planning: The Company Secretary plans and manages the Board of Directors, committee, and shareholder meetings. This includes working with management and staff to develop and distribute meeting agendas and supplemental materials (i.e., board books), and arranging all logistical details, such as scheduling, invitations, locations, lodgings, speakers, food, and travel & allowances.
4. Corporate Advice: Serves as the resident expert, advising executives and board directors on a broad range of best-practice corporate governance and compliance issues. Examples of such issues include designated director roles and responsibilities, appropriate governance practices, voting processes, subsidiary management, and legal compliance requirements. The Board secretary’s responsibilities also include facilitating board evaluations, managing succession planning, and serving as a liaison to shareholders, members and corporate contractors.
5. Training: Leads or organizes orientation and training for new directors, and development programs for existing directors to keep them informed on current governance issues such as cybersecurity or evolving regulatory mandates.
6. Compliance: Manages extant legal compliance reporting and governance requirements for the corporation. This may include ensuring the board and committees follow proper governance procedures in accordance with the board bylaws and other legal requirements, keeping up to date on all mandated disclosures, and coordinating with regulators, auditors, and others on corporate reviews.

QUALITY MANAGEMENT SYSTEM (QMS) ISO 9001:2015

The Unit is also currently spearheading the QMS data collation process, collating a portfolio of process narratives for the purpose of IHVN’s ISO 9001:2015 Quality Management System certification.