Save the Children EARO Administration Assistant

Job Description

Save the Children East Africa Regional Office (EARO) is looking to recruit for the following position: 

 

Job Title: Administration Assistant (Procurement)

Team / Programme: Regional Office Support Services

Location: East Africa Regional Office – Nairobi

Grade: 5 

Type of Contract: National 

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

 

About us: For over 90 years, Save the Children has been making a difference in children’s lives in more than 120 countries. 

 

We are the world’s largest independent child rights organisation, underpinned by a vision in a world in which every child attains the right to survival, protection, development and participation. 

Our mission to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.

Save the Children is an organization for talented people with different backgrounds and perspectives. 

We are proud that our people are representative of the children we work with and we thrive on our
diversity. 

We are an equal opportunity organisation dedicated to our core values of Accountability,
Ambition, Collaboration. Creativity and Integrity. 

Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behaviour towards children both in their private and professional lives.

The East African Regional Office is responsible for 7 countries in East Africa, including Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan and Ethiopia, with a current staff complement of approximately 3500 staff, and current expenditure of approximately $200 million each year.

 

Role Purpose: The Admin team is a part of Save the Children’s East Africa Regional Office. 

The Admin Assistant (Procurement) will provide support to the Regional Office Admin Coordinator and other members of the Regional Office Support Services Team.

Scope of Role:

Reports to: Admin Coordinator
 

Dimensions: Save the Children East Africa works in 7 countries in East Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan, Ethiopia) with a current staff complement of approximately 3500 staff and current expenditure of approximately $200 million each year.

Staff directly reporting to this post: None
 

Key Areas of Accountability:

Assist in the procurement functions of the Regional Office.

Assist in updating the procurement tracker on a weekly basis.

Assist in receiving deliveries of goods from the supplier and doing relevant inspection.

Assist in preparing LPOs’ and sending to suppliers

Receiving and confirmation of all supplier invoices and attaching supporting documentation for onward payment processing.

Assist the Admin Coordinator in ensuring that filing functions of the RO Admin team is done in an accurate and timely manner.

Filing of all general correspondences.

Filing of procurement related documents.

Ensure electronic filing system is being implemented

Assist with general office administration

Assist in facility management by handling the maintenance requests and maintaining facilities checklist

Responsible for supporting the office attendant in managing the issuance of office stationery and general office supplies; maintaining notice boards and communication material disbursement

Ensuring that all stock sheets are updated on a weekly basis and proper records of this are in place

Perform any other related tasks as may be assigned.

Skills and Behaviours (our 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.

Creates a managerial environment to lead, enable and maintain our culture of child safeguarding

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

Future orientated, thinks strategically and on a global scale

Collaboration:

Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters

Values diversity and different people’s perspectives, able to work cross-culturally.

Creativity:

Develops and encourages new and innovative solutions

Cuts away bureaucracy and encourages an entrepreneurial approach

Integrity:

Honest, encourages openness and transparency, builds trust and confidence

Displays consistent excellent judgement

Qualifications and Experience

Degree in Business Administration or equivalent

Excellent computer skills especially in MS Excel spread sheets and MS Word

High level of integrity and ability to work as part of a professional team

Excellent communication skills

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.

How to Apply

Please send a copy of your CV with a cover letter to EA.recruitment@savethechildren.org

Application closes 1st June 2015 at 5:00pm.

We work with children, communities and governments all over the world and we believe in the right person for the job regardless of where you come from and how you identify yourself. 

We need to keep children safe so our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts.

All successful applicants will therefore be required to complete a Police Check and must sign onto our Child Safeguarding Policy and organizational Code of Conduct.