Job Title: Administrator
Place of Work: Nairobi with occasional
travel to the field
Grade: 4
Reports to: Human Resource &
Administration Director
Child Safeguarding Level: 3
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 the Somalia/Somaliland
Programme in Nairobi.
Roles and Responsibilities
- To
ensure that the Nairobi Assistant Administrators act as a high performing
team (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 in
a 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 Safeguarding 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.
