Save the Children Emergency Administration Officer Job in Lodwar, Kenya

Aug 25, 2017

Save the Children

International Programs

Job Title: Emergency Administration Officer

Team / Programme: HR, Administration and IT

Location: Lodwar

Grade: 4

Post Type: National

Child Safeguarding: Level 3 - the post holder will have contact with children
and/or young people either frequently or intensively because they work within
country programs; or are visiting country programs; or because they are
responsible for implementing.

 

Role Purpose: Under the direction of the Human Resources &
Administration Coordinator, oversee the Lodwar Area Office Administration
function and ensure delivery of quality administrative support services to the
Area office.

Scope of Role:

Reports to: Human Resources & Administration Coordinator

Dimensions: Save the Children has been operational in Kenya
since the 1950s, providing support to children through developmental and
humanitarian relief programmes delivered both directly and through local
partners. 

Current programming focuses on child protection, child rights
governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. 

In
2012, as part of a global reorganization process, Save the Children combined
the programmes of SC UK, SC Canada and SC Finland to create a single operation
in Kenya. 

In Feb 2014, we completed a second transition, which saw us join
forces with the British INGO, Merlin, and merge their health and nutrition
programmes with our own. 

Save the Children now has an operational presence in
Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work
through partners in many other parts of the country. 

In 2016, Save the Children
established a new project office in Madagascar whose operations are managed by
the Kenya CO. 

In total, we employ around 250 staff in both countries and had an
operating annual budget in 2016 of approximately US$17.5million

Staff directly reporting to this post: Cooks and Cleaners

Key Areas of Accountability:

Management of Contracts and Supplier Service Level
Agreements (SLAs)

• Conduct market surveys for due diligence prior to engaging
  Administration suppliers which include but not limited to accommodation and
  travel service providers.


• Participate in procurement committees’ participation
  during selection of administration related service providers.


• Track all supplier contracts and premises leases, ensuring
  that they are valid and are renewed on timely manner.


• Ensure that all services providers deliver / provide the
  best service agreed against individual SLAs.


• Provides objective analysis on the quality of services
  received, and recommend renewal or non-renewal of administration related
  suppliers.


• Address all staff complaints relating to suppliers’
  service delivery.


• Conduct renovation assessments when handing over premises
  to various landlords

General Office Management

• Ensure cost effective ways for running office costs. These
  include but not limited to kitchen costs, Cleaning & Sanitary costs, Office
  maintenance & repair costs etc.


• Ensure Save the Children office and compound are well
  maintained and suitable for working and living.


• Oversee the purchase and distribution of office stationery
  and supplies.


• Supervise general office maintenance and repair works
  ensuring they are up to desired standards.


• Manage the office switchboard, answer telephones and
  direct calls/inquiries to relevant persons.


• Ensure general maintenance of all of all office spaces
  while liaising with IT Department to ensure that all gadgets are in place and
  in proper working condition.


• Focal person in managing the cleaners and cooks thus
  ensuring effective support to all staffs from the department.


• Ensure that all mandatory /Legal Certificates &
  Permits are kept current and timely renewed. This involves involvement with the
  Wajir County Government.


• Provide cover when the Human Resources &
  Administration Coordinator is away on matters relating to Administration.


• Conduct Administration Induction to new staff upon
  recruitment.

Utilities & Payments of Office Rent and Bills

• Monitor Lodwar Area office utilities costs e.g. water,
  electricity, telephone/Mobile usage and billing and others related office
  utilities and processing these payments.


• Prepare monthly trend reports on consumption and share
  recommendations with Human Resources & Administration Coordinator.


• Maintain cordial working relationships with suppliers and
  service providers and address any issues (administration related) that may
  arise.


• Ensure monthly and quarterly utility payments are made on
  time to avoid any disconnections and interruptions


• Ensure that all Lodwar Area Office premises rent is paid
  on time.


• Follow up on rental deposit collections ensuring that
  refunds are made as and when they fall due.

Travel and Accommodation

• Make accommodation bookings for visitors to Lodwar Area
  Office.


• Make cost effective bookings of domestic
  flights(Lodwar-Nairobi-return).


• Performance monitoring of preferred hotels and travel
  agents in Lodwar town.


• In charge of all hotel/accommodation service level
  agreements and sourcing for alternative best hotels in liaison with Logistics
  Department.

Administration Records Management

• Custodian of all Lodwar Area Office leases, contracts and
  all related administration documents.


• Custodian of all Legal Compliance clearances relating to
  administration in Lodwar Area Office.


• Supervise the Total Inventory Management System (TiM) in
  relation to the Administration warehouse.


• Overall management of the two staff guest houses and
  office in Lodwar.


• Manage the General Programme Equipment (GPE) for Lodwar
  Area Office.

Reporting

• Generate & maintain an up to date Administration
  Payment Tracker and share this with the HR & Administration Coordinator on
  a monthly basis.


• Generate & maintain and up to date Leases & SLA’s
  Tracker and share this with the HR & Administration Coordinator quarterly.


• Generate & Maintain a Commitment Agreement Tracker
  share this with the HR & Administration Coordinator quarterly.


• Maintain tracker on all legal renewal requirements and
  share with the HR & Administration Coordinator annually.

Staff Management, Mentorship, and Development

Manage performance of direct reports in the work area
through:

• Effective use of the Performance Management System
  including the establishment of clear, measureable objectives, ongoing feedback,
  periodic reviews and fair and unbiased evaluations;


• Coaching, mentoring and other developmental opportunities;


• Recognition and rewards for outstanding performance;


• Documentation of performance that is less than
  satisfactory, with appropriate performance improvements/ work plans.


• Build the capacity of staff to monitor/ manage grants and
  awards as well as understand and implement compliance requirements from donors,
  Save the Children and/or the Government of Kenya.

IT Support

• Provide basic IT support and basic issue resolution to
  staff at the area Office.


• Provide regular and routine maintenance for IT related
  equipment within the Area Office.


• Support the HR/Administration Coordinator in handling
  effort reporting related issues affecting staffs at the Area Office.

Child Safeguarding:

• The Administration Officer has an obligation to ensure
  he/she fully understands the provisions of the Child Safeguarding Policy, the
  Code of Conduct and related policies. He/she must conduct him/herself in
  accordance with the rules of the Child Safeguarding Policy, in his/her personal
  and professional lives – which includes reporting suspicions of child abuse.


• The Administration Officer must ensure the way he/she is
  carrying out his/her work is not putting children at risk (or further risk).

Competencies

1. Leading

• Delivering Results: Takes personal responsibility and
  holds others to account to deliver our ambitious goals for children,
  continually improving own performance or that of the team/organisation.


• Developing Self and Others: Invests time and energy to
  actively develop self and others to help realise their full potential, and to
  build the organisation’s capability for the future.


• Leading and Inspiring Others: Demonstrates leadership in
  all our work, role models our values and articulates a compelling vision to
  inspire others to achieve goals for our children.

2. Thinking

• Problem Solving and Decision Making: Takes effective,
  considered and timely decisions by gathering and evaluating relevant
  information from within or outside the organisation and making appropriate
  judgements.


• Applying Technical Expertise: Applies the required
  technical and professional expertise to the highest standards, promotes and
  shares best practices within and outside the organisation.


• Innovating and Adapting: Develops and implements
  innovative solutions to adapt and succeed in an ever – changing, uncertain work
  and global environment.

3. Engaging

• Working Effectively with others: Works collaboratively to
  achieve shared goals and thrives on diversity of people and perspectives. Knows
  when to lead and when to follow and how to ensure effective cross- boundary
  working.


• Communicating with Impact: Communicates clearly and
  confidently with others to engage and Influence, Promotes dialogue and ensures
  timely and appropriate messages, building confidence and trust with others.


• Networking: Builds and uses sustainable relationships and
  networks to support the work of Save the Children.

Qualifications and Experience

• A first degree in business administration or equivalent.


• Minimum 3 years’ experience in a similar role


• Possess proficiency in Microsoft Office products (Word, Excel,
  Outlook, PowerPoint)


• Excellent written and verbal communication skills


• Strong and proven experience in people and relationship
  management


• Ability to manage multiple requests and to liaise with
  several different departments.


• Assertive and pro-active, with the ability to work on own
  initiative with little supervision.


• Good analytical skills with the ability to identify key
  points from complex material or information.


• Ability to cope with varying workloads and interruptions
  and to organize activities to provide efficient services


• Comply with the requirements of Save the Children’s Child
  Safeguarding Policy and other Global Policies


• A willingness to travel occasionally to field/project
  implementation sites in Turkana County.


• IT background; training or experience will be a definite
  advantage.


• Ability to work under pressure within stipulated tight
  deadlines and timelines.


• Willingness to stay and work in a location with limited
  social amenities.


• Fluent in English and Swahili


• Commitment to Save the Children Values.

How to Apply

Interested and qualified candidates are required to submit a
CV and mandatory Cover letter as one document to turkana.jobapplications@savethechildren.org
indicating the position title on the subject line by 27th August
2017.

Applications will be reviewed on a rolling basis.