Kenya: Administration Officer

Organization: Save the Children

Country: Kenya

Closing date: 19 Aug 2016

Save The Children International

ROLE PROFILE

JOB TITLE: – ADMINISTRATION OFFICER

TEAM/PROGRAMME: Human Resources, Administration & IT Department

GRADE: 4

LOCATION: Nairobi

POST TYPE: 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:

As a key member of the Country Office administration team you will be the trusted partner of the HR & ADMIN Director and the immediate team on all administrative matters.

You will ensure efficient operations and procedures at the Nairobi Office in order to ensure organizational effectiveness and efficiency. This will include management of SCI’s Administrative policy/systems development, implementation & review, maintenance & management, lease agreement management, build the capacity of the Nairobi Admin team, relevant communication & liaison, provision of efficient and proactive administration support and other administration support activities at the Country office level.

SCOPE OF ROLE:

Reports to: HR & Admin Director

Country Dimensions: Save the Children works in various sites within Somaliland, Puntland and Central South Somalia with a current staff complement of approximately 450 staff and current budget of approximately GBP 48 million.

Staff directly reporting to this post: Admin Assistant, Receptionist, 2 Office cleaners and a caretaker

KEY AREAS OF ACCOUNTABILITY:

Core Administrative management responsibilities at Nairobi Office

§ Management of Administration team to ensure peak performance that includes high ethical standards; excellent team work and overall efficiency.

§ Regularly monitor administrative responsibilities for the administrative team and provide adequate support including liaising with Human Resource on the appropriateness of current staffing levels .

§ Develop and manage quality implementation of administrative policies and procedures that comply with SCI standards and quality framework.

§ In collaboration with the HR & Admin Director represent SCI at administrative, INGO or government forums, ensuring professional liaison with various authorities.

§ Ensure a safe; secure and professional workplace.

§ Monitoring of administrative expenditure factored in the administration budget to ensure cost effectiveness and prepare monthly reports for the same..

§ Ensure that all new staff in the Nairobi office receive an induction on Administration systems and procedures.

§ Co-ordinate the renewal of the leases of office premises and guest houses

§ Supervises, coaches and conducts performance reviews of staff members under her/his supervision

Systems Development and Implementation

§ Develop; coordinate and ensure quality implementation of a comprehensive administrative filing system including archival and storage inventories, in accordance with the policies and procedures of the organization

§ Develop comprehensive administration policy and procedures captured in an Administration Manual; ensuring the roll-out and on-going high quality implementation

§ Develop systems to improve efficiency and cost-effectiveness of the administrative operations.

§ Support Field Offices (where necessary) on administration related policies, procedures and processes.

Facilities Management

§ Develop and manage systems to ensure the proper functioning and repair/maintenance of utilities, facilities and equipment.

§ In conjunction with the safety and security team ensure that proper regulations have been met in terms of office management and selection of expatriate housing.

§ Manage the proper functioning of the communication systems and other office equipment

§ Ensure phone bills for all staff have been settled and personal costs paid on account.

Budget Management

§ Participate in the preparation of the annual administration budget ensuring all relevant support costs for the Nairobi office are included.

§ Participate in the plan/ budget revision process for administration functions

§ Monitor the office budget through monthly review meetings with Finance and the HR & Admin Director; and produce a monthly variance analysis report.

QUALIFICATIONS AND EXPERIENCE

Essential:

· University Degree or Higher Diploma in Business Administration

· Minimum 2 years administration experience in large international non-governmental organization or other international relief/development body.

· Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;

· Experience in dealing with Immigration and the INGO Board

· Resourcefulness and creativity in developing the role of administration and ensuring the most effective support ;

· High level of maturity, and strong people management skills, with experience in a multicultural and diverse team;

· Strong communication and interpersonal skills

· Complying with and promoting all Save the Children International Global policies such as Child Safeguarding, Whistle blowing, Fraud, and Health and Safety.

· Desirable:

· Basic financial skills, particularly in budgeting;

· Experience in administration support provision within an emergency response or highly complex and dynamic environment

CHILD SAFEGUARING 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 SCIs 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.

How to apply:

Interested candidates are required to submit a CV and mandatory cover letter quoting the Job Title and Vacancy Announcement No. SCI/SOM/27/16 on the subject line. The file name of the CV and attachments must be the applicants name and sent to Somalia.vacancies@savethechildren.org. For more information please visit www.somaliangoconsortium.org

Applications close on 19^th August 2016

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

Only shortlisted candidates will be contacted

Female candidates are encouraged to apply