JOB DESCRIPTION
Job Title Administrator
Place of Work Nairobi with occasional travel to the field
Grade 4
Reports to Human Resource & Administration Director
Child Safeguarding Level 3
Line management Responsibility 2 Assistant Administrators
Budget Responsibility GBP 2,000
JOB PURPOSE
· The Administrator for Save the Children Somalia/Somaliland Programme is
accountable for providing, efficient and proactive administrative support to the
Somalia/Somaliland Programme in Nairobi.
Roles and Responsibilities
· To ensure that the Nairobi Assistant Administrators act as a high performing
team (through coaching and mentoring) delivering results as required and to
promote this through regular 6 monthly performance review .
· To ensure and effectively monitor that all international staff engaged by the
Somalia Programme have valid working documents (Business Visas. Special
Passes, Work permits, are registered to pay tax and secure a PIN number.
· Ensure that up-to-date information on travel, work permits/special passes,
guesthouses occupations is readily available.
· Regularly monitor administrative responsibilities for the administrative
assistants and provide adequate support including liaising with Human
Resource on the appropriateness of current staffing levels .
· Ensure that all new staff in the Nairobi office receive an induction on
Administration systems and procedures.
· Ensure that staff leave records are properly maintained and updated.
· Maintain a handbook incorporating all SC guidelines and policies related to administration
· Develop, implement and regularly evaluate office (including guest houses)
policies and procedures, ensuring they are being adhered to and provide
suggestions for areas of improvement to improve operational efficiency
· Ensure that all travel arrangements are made for staff and visitors (including
interview candidates and consultants) to facilitate their entry in the countries
they are visiting;
· Manage guesthouse bookings, housekeeping and maintenance requests.
· Ensure that the office is regularly serviced and maintained in a clean and
appropriate manner.
· Liaise with the Kenya Programme to ensure that organizational memberships
are regularly updated
· Coordinate with the Kenya Programme and ensure provision of administration
services to Somalia Programme team.
· Lead on organizing and identifying appropriate venues for meetings, workshops
and accommodation for staff, visitors while ensuring value for money
· To ensure that document retrieval systems for reference and working
documents within the Admin office are efficient and easy to access.
· Ensure that all general office equipment are regularly serviced and maintained.
· Maintain regular survey and trend analysis of administration services, costs and
recommended suggestions/systems that would improve cost effectiveness and
efficiency.
· Regular checking of the office suggestion box and forwarding feedback received
to the HR Director.
· Tendering of administration related suppliers (including hotels) to ensure
quality, efficiency of services provided.
· Ensure filing systems for all administration functions are maintained and
current
· Prepare Administration cost benefit operational reports (Office stationery,
guesthouses, hotels etc) to monitor and maintain office supplies inventory
· Maintain a safe and secure working environment
· Maintain a “welcome to Nairobi” document to be sent to visitors prior to arrival
and ensure that all visitors receive a security briefing within 24 hours of arrival
in Nairobi.
· Ensure that all Nairobi based staff, and where requested Somalia based staff,
hold up to date SC ID cards.
· Regularly update the Somalia Programme staff lists, contact lists with Regional
Office, Global directory and the NGO Consortium data base.
· Ensure that all visitors to the programme have prior clearance.
· Lead on all negotiations with the Kenya programme related to sharing costs and
facilities in the office and facilitate the payment of the Somalia Programme share
of utilities, communication services, staff and rent.
· Respond to ad-hoc enquiries from the general public and also to information
requests from London and where necessary forward to the appropriate people
· Budget Management
· In collaboration with the HR Director, manage the Nairobi office budget with a
£2,000 limit.
· Prepare the annual budget, approve all expenditures (within this limit) against
this budget and support costs for the Nairobi office
· Monitor the office budget through monthly review meetings and produce a
monthly variance analysis report.
QUALIFICATIONS AND EXPERIENCE
Essential:
· University Degree or Higher Diploma in Business Administration
· Minimum 3 years administration experience in large international nongovernmental
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 UK 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 SC UK must sign the Child Safeguarding - Declaration of
Acceptance Form] and comply with the SC UK’s Child Safeguarding Policy
which is a statement of SC UK’s commitment to preventing abuse and
protecting children with whom it comes into contact.
· This extends not only to children with whom SC and its partners work
directly, but also includes children whom staff are responsible for. SC UK
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's Code of Conduct sets out the standards which all
staff members must adhere to.
Applications should be forwarded to: vacancies@scsom.org.Application
Closing Date: Will be Wednesday 04th July 2012. However, the closing date may
be earlier than this date due to the urgency in filling the position.
Job Title Administrator
Place of Work Nairobi with occasional travel to the field
Grade 4
Reports to Human Resource & Administration Director
Child Safeguarding Level 3
Line management Responsibility 2 Assistant Administrators
Budget Responsibility GBP 2,000
JOB PURPOSE
· The Administrator for Save the Children Somalia/Somaliland Programme is
accountable for providing, efficient and proactive administrative support to the
Somalia/Somaliland Programme in Nairobi.
Roles and Responsibilities
· To ensure that the Nairobi Assistant Administrators act as a high performing
team (through coaching and mentoring) delivering results as required and to
promote this through regular 6 monthly performance review .
· To ensure and effectively monitor that all international staff engaged by the
Somalia Programme have valid working documents (Business Visas. Special
Passes, Work permits, are registered to pay tax and secure a PIN number.
· Ensure that up-to-date information on travel, work permits/special passes,
guesthouses occupations is readily available.
· Regularly monitor administrative responsibilities for the administrative
assistants and provide adequate support including liaising with Human
Resource on the appropriateness of current staffing levels .
· Ensure that all new staff in the Nairobi office receive an induction on
Administration systems and procedures.
· Ensure that staff leave records are properly maintained and updated.
· Maintain a handbook incorporating all SC guidelines and policies related to administration
· Develop, implement and regularly evaluate office (including guest houses)
policies and procedures, ensuring they are being adhered to and provide
suggestions for areas of improvement to improve operational efficiency
· Ensure that all travel arrangements are made for staff and visitors (including
interview candidates and consultants) to facilitate their entry in the countries
they are visiting;
· Manage guesthouse bookings, housekeeping and maintenance requests.
· Ensure that the office is regularly serviced and maintained in a clean and
appropriate manner.
· Liaise with the Kenya Programme to ensure that organizational memberships
are regularly updated
· Coordinate with the Kenya Programme and ensure provision of administration
services to Somalia Programme team.
· Lead on organizing and identifying appropriate venues for meetings, workshops
and accommodation for staff, visitors while ensuring value for money
· To ensure that document retrieval systems for reference and working
documents within the Admin office are efficient and easy to access.
· Ensure that all general office equipment are regularly serviced and maintained.
· Maintain regular survey and trend analysis of administration services, costs and
recommended suggestions/systems that would improve cost effectiveness and
efficiency.
· Regular checking of the office suggestion box and forwarding feedback received
to the HR Director.
· Tendering of administration related suppliers (including hotels) to ensure
quality, efficiency of services provided.
· Ensure filing systems for all administration functions are maintained and
current
· Prepare Administration cost benefit operational reports (Office stationery,
guesthouses, hotels etc) to monitor and maintain office supplies inventory
· Maintain a safe and secure working environment
· Maintain a “welcome to Nairobi” document to be sent to visitors prior to arrival
and ensure that all visitors receive a security briefing within 24 hours of arrival
in Nairobi.
· Ensure that all Nairobi based staff, and where requested Somalia based staff,
hold up to date SC ID cards.
· Regularly update the Somalia Programme staff lists, contact lists with Regional
Office, Global directory and the NGO Consortium data base.
· Ensure that all visitors to the programme have prior clearance.
· Lead on all negotiations with the Kenya programme related to sharing costs and
facilities in the office and facilitate the payment of the Somalia Programme share
of utilities, communication services, staff and rent.
· Respond to ad-hoc enquiries from the general public and also to information
requests from London and where necessary forward to the appropriate people
· Budget Management
· In collaboration with the HR Director, manage the Nairobi office budget with a
£2,000 limit.
· Prepare the annual budget, approve all expenditures (within this limit) against
this budget and support costs for the Nairobi office
· Monitor the office budget through monthly review meetings and produce a
monthly variance analysis report.
QUALIFICATIONS AND EXPERIENCE
Essential:
· University Degree or Higher Diploma in Business Administration
· Minimum 3 years administration experience in large international nongovernmental
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 UK 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 SC UK must sign the Child Safeguarding - Declaration of
Acceptance Form] and comply with the SC UK’s Child Safeguarding Policy
which is a statement of SC UK’s commitment to preventing abuse and
protecting children with whom it comes into contact.
· This extends not only to children with whom SC and its partners work
directly, but also includes children whom staff are responsible for. SC UK
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's Code of Conduct sets out the standards which all
staff members must adhere to.
Applications should be forwarded to: vacancies@scsom.org.Application
Closing Date: Will be Wednesday 04th July 2012. However, the closing date may
be earlier than this date due to the urgency in filling the position.