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Administrative Officer 20 views

TITLE: Administrative Officer/ Safety & Security Focal Point Person

TEAM/PROGRAMME: Regional Office Support Services Team

LOCATION: East & Southern Africa Regional Office – Nairobi

GRADE: 4

CONTRACT LENGTH: Fixed Term

CHILD SAFEGUARDING: Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE:

As a key member of the Regional Office’s Support Services team, you will be the trusted partner of the Regional Office Manager on matters where administrative support is required on behalf of Save the Children East & Southern Africa Regional Office.

SCOPE OF ROLE:

Reports to: Regional Office Manager

Role Dimensions: The East & Southern Africa Regional Office supports over one hundred SCI and Save the Children member staff as well as the regional programming unit (RPU). The support services team provides Administration and IT services to the office.

Staff directly reporting to this post: Regional Administrative Assistant.

KEY AREAS OF ACCOUNTABILITY :

Administrative Support

  • Support the Regional Office Manager in monitoring administrative expenditure factored in the administration budget to ensure cost-effectiveness and prepare monthly reports for the same.
  • Co-ordinate the renewal of the leases of office premises and expatriate staff housing and support in quarterly payment of rental invoices.
  • Provide support to the Administrative Assistant on all day-to-day admin activities.
  • Support in the consolidation of the monthly support teams’ activities report.
  • Assist the Regional Office Manager in overseeing the daily running of the office and report any key concern immediately
  • Assist the Administrative Assistant in supplier management for admin-related suppliers.
  • Assist the Administrative Assistant with coordination of visitors to the Regional Office.
  • Supervises, coaches and conducts performance reviews of staff members under her/his supervision

Assets Management Support

  • Responsible for the day-to-day management of assets and GPEs in the Regional Office, by ensuring the proper recording of assets and GPEs movement; ensuring an assets issue and receipt form is completed and kept on file, and providing a monthly report to the Regional Office Manager.
  • Responsible for organizing quarterly and annual assets verification exercises.
  • Assist the Admin Assistant in ensuring that the assets register is kept up to date.

Liaison Support

  • Assist the Liaison Officer on all immigration-related matters, ensuring professional liaison with various authorities
  • Assist the Liaison Office on all visa-related support requests.

Events Management Support

  • Support in the coordination of events from conception to effective close-out including flights, hotel accommodation and transportation coordination and effective registration of participants during events
  • Support in information dissemination during events while maintaining timelines and priorities for every event
  • Support in raising of PRs (Procurement Requests) in Prosave for international events where the requester is not based at the Regional Office
  • Provide guidance on Visa application processes with support from the Liaison Officer for participants during international events.
  • Maintaining a quarterly updated events tracker for visibility of events taking place in the Regional Office
  • Provide onsite administrative support in meetings and learning events as per specific requests
  • Assist the administrative assistant in post-event bills analysis from suppliers ensuring that all required supporting documents are shared for ease of payment processing.

Safety & Security related support

  • Providing security briefing at events and meetings hosted by the Regional Office.
  • Develop, socialize and maintain an up-to-date security/communication tree, and conduct quarterly tests of the security/communication tree.
  • Quarterly update of the ESARO Pre-departure Information (PDI) document.
  • Organise Annual First Aid and Fire Safety training for all staff as part of the Occupational Health and Safety (OHS) requirements and ensure office/staff compliance with the OHS best practices.
  • Organise Annual Occupational Safety and Health Audit and Fire Safety Audit.
  • In liaison with the Human Resources team, ensure that the office is conducive with regard to the health and safety of staff.
  • Maintain a record of security-related mandatory online courses database in liaison with the HR team.

BEHAVIOURS (Values in Practice)

Accountability:

  • holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

  • sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
  • widely shares their personal vision for Save the Children, engages and motivates others
  • future orientated, thinks strategically and on a global scale.

Collaboration:

  • builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • values diversity, sees it as a source of competitive strength
  • approachable, good listener, easy to talk to.

Creativity:

  • develops and encourages new and innovative solutions
  • willing to take disciplined risks.

Integrity:

  • honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS

  • Bachelor’s degree or Higher Diploma in Business Administration or related field
  • Minimum 2 years of administration experience in large international non-governmental organizations or other international relief/development bodies.

EXPERIENCE AND SKILLS

Essential or Desirable

  • Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
  • Experience in dealing with Immigration and the INGO Board
  • Resourcefulness and creativity in developing the role of administration and ensuring the most effective support ;
  • High level of maturity, and strong people management skills, with experience in a multicultural and diverse team;
  • Strong communication and interpersonal skills
  • Cross-cultural experience, understanding and sensitivity; Commitment to and understanding of Save the Children’s aims, values and principles.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

How to apply

Please follow this link to apply: https://www.aplitrak.com/?adid=YS50YW1iYS40NDYwMi4xMjE4NUBzYXZldGhlY2hpbGRyZW5hby5hcGxpdHJhay5jb20

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