13 May 2019

Administration Assistant

Job Description

JOB TITLE:  Administration Assistant
TEAM/PROGRAMME: Admin/HR department LOCATION:  Garowe
GRADE: 5 TYPE OF CONTRACT:  National
CHILD SAFEGUARDING: Level 3:  the role 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 in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:

The Administration Assistant is accountable for providing quality and efficient administrative support to Garowe team, and provide support to the HR/Admin officer in accordance with Save the Children’s corporate policies.

SCOPE OF ROLE:

Reports to: Garowe HR/Admin Officer

Dimensions: Save the Children works in 4 regions in Somalia/Land with a current staff complement of approximately 350 staff.

Staff directly reporting to this post:  None

KEY AREAS OF ACCOUNTABILITY:

§  Liaise with the HR/Admin officer in facilitation and booking of hotels and venues;

§  Liaise with the HR/Admin officer in managing SCI Office and guesthouse effectively and efficiency;

§  Facilitate and help with staff in visa processing and flight requests;

§  Process the monthly office utility bills and ensure the timely payment from the finance department;

§  Receipt the visitors to the office and deal with their requirements; maintain a logbook of all visitors and purpose for their visits;

§  Liaise with the office & guesthouse cleaners to ensure that both the office and guesthouse is clean and tidy all the time;

§  Liaise with the guesthouse cooks and ensure that food is served for the guested on timely and regular basis;

§  Liaise with the HR/Admin office in administrating the cost-recovery system of the guest, this is including the registration of the clients, processing of payments;

§  Arrange accommodation for staff at recommended and preferred hotels and guesthouse as required;

§  Maintain and regular update the travel plan of the staff and visitors travelling to and from Garowe and do follow ups to ensure that the required support is provided on timely manner;

§  Handle all admin related issues, and address them accordingly

§  Perform other related tasks as requested by his/her supervisor.

COMPETENCIES AND BEHAVIOURS

Delivering Results (Skilled)

  • Delivers timely and appropriate results using available resources
  • Takes responsibility for their work and its impact on others
  • Plans, prioritises and performs tasks well without needing direct supervision
  • Understands the link between their work and the organisation’s objectives

Applying Technical & Professional Expertise (Skilled)

  • Delivers work that reflects a good knowledge and application of technical and professional standards
  • Keeps up to date with trends in their work area
  • Maintains ethical and professional behaviour in accordance with relevant codes of conducts

Working Effectively With Others (Skilled)

  • Actively listens to new and different perspectives and experiences of those they work with
  • Proactively supports team members and trusts their capabilities
  • Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups
  • Clarifies their role and responsibilities within the team to maximise impact
QUALIFICATIONS AND EXPERIENCE

Essentials

  • College Diploma in  Business Administration, Secretarial Science and or Office Management.
  • Excellent Communication and interpersonal skills
  • Minimum of two year of experience as  Administration or in similar fields.
  • Good English Language Command.

§  Good computer and writing skills.

  • Ability to work under pressure to meet tight deadlines.
  • Excellent interpersonal and written and oral communication skills

Desirable:

§  Experience obtained in working with International Organizations such as  UN or INGOs in similar field of work

CHILD SAFEGUARDING POLICY:

Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SCI must sign the Child Safeguarding – Declaration of Acceptance  Form] and comply with the SCI’s Child Safeguarding Policy which is a statement of SCI’s commitment to preventing abuse and protecting children with whom it comes into contact.

This extends not only to children with whom SCI and its partners work directly, but also includes children whom staff are responsible for.  SCI 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 International’s Code of Conduct sets out the standards which all staff members must adhere to.

CODE OF CONDUCT

Because Save the Children’s work is based on deeply held values and principles, it is essential that our commitment to children’s rights and humanitarian principles is 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.

Declaration of commitment:

I …………… understand and agree to undertake my responsibility in accordance with the above listed accountabilities/activities and also abide the terms and conditions of the contract

Signature: ………………..                                                                    Date: ………………

https://stcuk.taleo.net/careersection/jobdetail.ftl?job=1900017F&lang=en

Date:    May 2019                                                                                   Author SCI

 


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