Job Description
Administrator
Place of Work:Nairobi with occasional travel to the field
Grade: 4
Child Safeguarding Level: 3
Line management Responsibility: 2 Assistant Administrators
Budget Responsibility: GBP 2,000
Job Purpose
- The
Administrator for Save the Children Somalia/Somaliland Programme is
accountable for providing, efficient and proactive administrative support
to theSomalia/Somaliland Programme in Nairobi.
Roles and Responsibilities
- To ensure
that the Nairobi Assistant Administrators act as a high performin gteam
(through coaching and mentoring) delivering results as required and to
promote this through regular 6 monthly performance review .
- To ensure
and effectively monitor that all international staff engaged by the
Somalia Programme have valid working documents (Business Visas. Special
Passes, Work permits, are registered to pay tax and secure a PIN number.
- Ensure that
up-to-date information on travel, work permits/special passes, guesthouses
occupations is readily available.
- Regularly
monitor administrative responsibilities for the administrative assistants
and provide adequate support including liaising with Human Resource on the
appropriateness of current staffing levels .
- Ensure that
all new staff in the Nairobi office receive an induction on Administration
systems and procedures.
- Ensure that
staff leave records are properly maintained and updated.
- Maintain a
handbook incorporating all SC guidelines and policies related to
administration
- Develop,
implement and regularly evaluate office (including guest houses) policies
and procedures, ensuring they are being adhered to and provide suggestions
for areas of improvement to improve operational efficiency • Ensure
that all travel arrangements are made for staff and visitors (including
interview candidates and consultants) to facilitate their entry in the
countries they are visiting;
- Manage
guesthouse bookings, housekeeping and maintenance requests.
- Ensure that
the office is regularly serviced and maintained in a clean and appropriate
manner.
- Liaise with
the Kenya Programme to ensure that organizational memberships are
regularly updated
- Coordinate
with the Kenya Programme and ensure provision of administration services
to Somalia Programme team.
- Lead on
organizing and identifying appropriate venues for meetings, workshops and
accommodation for staff, visitors while ensuring value for money
- To ensure
that document retrieval systems for reference and working documents within
the Admin office are efficient and easy to access.
- Ensure that
all general office equipment are regularly serviced and maintained.
- Maintain
regular survey and trend analysis of administration services, costs and
recommended suggestions/systems that would improve cost effectiveness and
efficiency.
- Regular
checking of the office suggestion box and forwarding feedback received to
the HR Director.
- Tendering of
administration related suppliers (including hotels) to ensure quality,
efficiency of services provided.
- Ensure
filing systems for all administration functions are maintained and current
- Prepare
Administration cost benefit operational reports (Office stationery,
guesthouses, hotels etc) to monitor and maintain office supplies inventory
- Maintain a
safe and secure working environment
- Maintain a
“welcome to Nairobi” document to be sent to visitors prior to arrival and
ensure that all visitors receive a security briefing within 24 hours of
arrival in Nairobi.
- Ensure that
all Nairobi based staff, and where requested Somalia based staff, hold up
to date SC ID cards.
- Regularly
update the Somalia Programme staff lists, contact lists with Regional Office,
Global directory and the NGO Consortium data base.
- Ensure that
all visitors to the programme have prior clearance.
- Lead on all
negotiations with the Kenya programme related to sharing costs and
facilities in the office and facilitate the payment of the Somalia
Programme share of utilities, communication services, staff and rent.
- Respond to
ad-hoc enquiries from the general public and also to information requests
from London and where necessary forward to the appropriate people
- Budget
Management
- In collaboration
with the HR Director, manage the Nairobi office budget with a £2,000
limit.
- Prepare the
annual budget, approve all expenditures (within this limit) against this
budget and support costs for the Nairobi office
- Monitor the
office budget through monthly review meetings and produce a monthly
variance analysis report.
Qualifications And Experience
Essential:
- University
Degree or Higher Diploma in Business Administration
- Minimum 3
years administration experience in large international nongovernmental
organization or other international relief/development body.
- 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 ina
multicultural and diverse team;
- Strong
communication and interpersonal skills
- Complying
with and promoting all Save the Children UK Global policies such as Child
Safeguarding, Whistle blowing, Fraud, and Health and Safety.
Desirable:
- Basic
financial skills, particularly in budgeting;
- Experience
in administration support provision within an emergency response or highly
complex and dynamic environment
Child Safeguaring Policy:
- Any
employee, consultant, contractor or the supplier undertaking an activity
on behalf of SC UK must sign the Child Safeguarding - Declaration of
Acceptance Form] and comply with the SC UK’s Child Safeguarding Policy
which is a statement of SC UK’s commitment to preventing abuse and
protecting children with whom it comes into contact.
- This extends
not only to children with whom SC and its partners work directly, but also
includes children whom staff are responsible for. SC UK believes that the
situation of children must be improved through the promotion of their
rights supported and demonstrated by all members of staff. Save the
Children's Code of Conduct sets out the standards which all staff members
must adhere to.
Applications should be forwarded to: vacancies@scsom.org.
Application Closing Date: Will be Wednesday 04th July 2012.
However, the closing date
may be earlier than this date due to the urgency in filling the position.
