This position is based in Quetta-Baluchistan

CHILD SAFEGUARDING: 

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people. As part of these responsibilities the post holder will promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis. The post holder should report and respond to interventions as determined by position related responsibilities identified in the Child Safeguarding Policy.

ROLE PURPOSE:

The position holder are responsible for managing and overseeing Save the Children day to day program coordination, administrative processes and security management. The position holder must have excellent communications and organizational skills and result oriented. Lead a team to complete a range of administrative tasks and duties different department. Planning and coordinating administrative procedure and systems and devising ways to steam line processes allocate responsibilities and space and ensure that that daily office operations are performed properly.

SCOPE OF ROLE:

Reports to:  Area Director – Balochistan

Role Dimensions: Coordination with field teams, partner staff, Operations team.

Budget Responsibilities: N/A

KEY AREAS OF ACCOUNTABILITY:

Program Coordination:

• Support Area Director, Field Managers and field teams to deliver high quality, timely interventions in line the objectives of response strategy and in accordance with donor requirements
• Support and follow up with operations team in following adequate planning and implementation processes  including development and updating DIP, procurement plan, recruitment plan, MEAL plan, budget phasing etc.
• Support Awards team in follow up and finalization of timely quarterly and donor reporting.
• Support in CO humanitarian preparedness and response programming including revisions of EPP and development of contingency plans.
• Update and maintain program data repository on the online shared drive through support of program team including operations tracker.
  • Schedule and organize program-related meetings and events.
  • Preparation of Minutes of Meetings (MoM), field visit plans for visitors, program meetings’ agendas and dissemination to all concerned.
  • When required liaise with different Government departments, NGOs/INGOS, UN and government agencies, for ensuring good working relationship and timely facilitation for AD Balochistan.

Administration:

• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Management and Support to provide to staff in visa processing.
• Ensure the smooth and adequate flow of information to facilitate staff and operations
• Monitor inventory of office supplies & purchases of with attention to budgetary constraint.
• Monitor costs and expenses to assist in budget preparation
• Management and oversee facilities services, maintenance and tradespersons.
• Organize and supervise office activities (renovations, maintenance, events planning etc.)
• Ensure operations adhere to policies and regulations
• Keep abreast with all organizational changes and developments
• Supervising day-to-day operations of the administrative department and staff members.
• Developing, reviewing, and improving administrative systems.
• Ensuring office stocked with necessary supplies and all equipment is working & properly maintained
• Working with other departments to set budgets, monitor spending.
• Planning, supporting and monitoring office events, including meetings, conferences etc.
• Plan, coordinate and manage all administrative procedures and systems with all staff.
• Allocate responsibilities and office space to current and new staff.
• Assess admin staff performance. Identify process bottlenecks and offer solutions for improvement
• Management of Leases/agreements of all properties
• Adhere to policies and regulations
• Any other task assigned by the supervisor.

Safety and Security:

• Assume overall responsibility for the safety and security of designated areas
• Patrol designated areas in accordance with outlined security procedures
• Identify potential security risks and respond accordingly
• Complete incident reports and required documentation for all security incidents
• Ensure all employees and visitors have proper credentials for accessing buildings (ID badges and passes)
• Respond to emergencies and incidents within designated areas promptly and according to policy
• Assist employees and visitors with any concerns they might have safety and security
• Escalate emergency situations to law enforcement as needed.
• Monitor alarms and security cameras
• Liaison with Govt. and agencies as and when required.
• Protect and/or watch over company assets and spaces
• Watch security cameras to detect any form of suspicious activity within the environment
• Sound alarm or place necessary calls to the appropriate authorities (police or fire service) in case of any emergency
• Control and supervise the entrance of both individuals and vehicles in the office area
• Maintain written logs
• Support in carrying out investigations and prepare reports on incidents or any form of suspicious activity that takes/took place.

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 

• Master or Bachelors’ degree in relevant field.  
• 3-5 years’ working experience in development sector, working with NGO/INGO in both emergency and development programs. 

EXPERIENCE AND SKILLS

Essential

• Very Good understanding of office management processes
• Experience with financial and facilities management principles
• Critical thinker and problem solving skills
• Team player
• Time management skills
• Great interpersonal skills and communications skills

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.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Health and Safety

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