Title: Temporary Administration Assistant (Maternity Cover) - Notional
Save the Children is the world's leading independent organization for children. We work in 120 countries. We save children's lives; we fight for their rights; we help them fulfil their potential.
We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.
We have over two million supporters worldwide and raised 1.9 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection, and child rights, also in times of humanitarian crises.
Following a major transition, our international programmes are now delivered through a merged operation with 15,000 staff, managed through seven regional hubs and reporting to a relatively small, central office. We're changing to become more efficient, more aligned, a better partner, a stronger advocate, a magnet for world-class people and relevant for the 21st century.
We need to keep children safe, so our selection process reflects our commitment to the protection of children from abuse. Employment is subject to our Child protection standards including background checks and adherence to our Child Safeguarding Policy
Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent.
Disclaimer:
Save the Children International does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents.
TITLE: Temporary Administration Assistant
TEAM/PROGRAMME: HR/Admin
LOCATION: Hargeisa
GRADE: 5
CONTRACT LENGTH:6 Months
CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Temporary Administration Assistant is part of support services in Hargeisa team and responsible to provide effective & efficient administration services, while managing admin functions in Hargeisa office and guesthouse and provide advises to the visitors, staffs in accordance with Save the Children’s corporate policies.
SCOPE OF ROLE:
Reports to: Area Admin/HR Manager
Dimensions: Save the Children operates across all zones in Somaliland and currently has three offices and staff over 160
Staff directly reporting to this post: Cleaners & Cooks (Guesthouse)
KEY AREAS OF ACCOUNTABILITY
Operational Responsibilities
- Manage and coordinate systematically internal and external communications systems.
- Supervise and check conditions of the office and guesthouse equipment and make repair maintenance if needed.
- Supervise the office and guesthouse premises in terms of safety and security ensuring all the necessary facilities are working properly, lightings, water, security barriers, while keeping up to date all lease contracts and MoUs with landlords
- Initiate and prepare monthly payments for goods and services – suppliers, water bill, electricity bill, telephone, and bill.
- Maintain and regular update the travel plan of the staff and visitors travelling to and From Hargeisa and do follow ups to ensure that the required support is provided on timely manner.
- Share regular transport report with the transportation officer and weekly tracker with the SL Area Representative and Area Admin/HR Manager
- Ensure that all programme visitors are properly accommodated in SC guesthouses or with the recommended accommodations in all programme locations.
- Systematically maintains files of hard and electronic documents related to flight bookings & visa applications.
- Manage the guesthouse supplies store and plan their re-supply in quarterly bases.
- Supervise the work of the cleaners & cook at the guesthouse.
- Any other duties assigned by the line manage
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
At least Higher Diploma Qualification or bachelor’s degree Social Science.
EXPERIENCE AND SKILLS
Essential· Diploma or bachelor’s degree in business administration.
Minimum one-year proven work experience in administration and personal management within a busy working environment such as private company or INGOs
High level of integrity and ability to work as part of a professional team.
Ability to work under pressure to meet tight deadlines Proven ability to handle challenging workload.
Cross-cultural experience, understanding and sensitivity.
Excellent interpersonal and written and oral communication skills.
Commitment to Save the Children values
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.
Adult Safeguarding.
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy, all employees are also expected to carry out their duties in accordance with SCI protection from sexual exploitation abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent.
Female qualified candidates are strongly encouraged to apply.
Interested and qualified applicants can view the profile and apply for this position through the below
View the external job posting
Closing Date will be on 3rd December 2023.
WE BELIEVE EVERY CHILD DESERVES A FUTURE. Around the world, too many children start life at a disadvantage simply because of who they are and where they come from. Millions of children are dying from preventable causes, face poverty, violence, di... Read More
