CHILD SAFEGUARDING: 

Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore, a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.

ROLE PURPOSE: 

The position holder is responsible for managing and overseeing Save the Children Day to day administrative processes and efforts. The position holder must have excellent communications and organizational skills and be 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 daily office operations are performed properly.

SCOPE OF ROLE:

Reports to: Coordinator Administration and Security

Staff reporting to this post: Admin assistant and Janitors and office helper.

KEY AREAS OF ACCOUNTABILITY:

• 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 of 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 is stocked with necessary supplies and all equipment is working & properly maintained.
• Working with other departments to set budgets and 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.

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

Bachelors / master’s degree holder in relevant field

EXPERIENCE AND SKILLS Essential:

• 8 to 10 years of experience Desirable
• 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

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.

Preference will be given to local candidates. Only shortlisted applicants will be called for an interview.

Women and people with special needs are encouraged to apply.