Administration Officer

Save The Children International

ROLE PROFILE

JOB TITLE: – Administration Officer -Mogadishu

TEAM/PROGRAMME: Human Resources and Administration Department

GRADE:  4

LOCATION: Mogadishu

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:

The position holder will ensure efficient operations and procedures at the Mogadishu Office 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 admin team, visa & travel facilitation, relevant communication & liaison, provision of efficient and proactive administration support and other administration support activities at the Mogadishu office

SCOPE OF ROLE:

Reports to: Admin Coordinator

Country Dimensions: Save the Children operates across all zones in Somalia and currently has three main area offices and additional 11 field offices. Programmatically Somalia is a large Country Office with more than $110million annual budget and staff over 650 staff

Staff directly reporting to this post: Admin Assistant, cook,& Cleaners

KEY AREAS OF ACCOUNTABILITY:

Core Administrative management responsibilities

§  Management of Administration team to ensure peak performance that includes high ethical standards, excellent teamwork, 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.

§  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.

§  Take a lead role in organizing the logistical arrangements for meetings, receptions and other events involving the SL AR, in liaison with other departments as required. This will include taking full responsibility for scheduling timings and venues, communicating arrangements to SMT and SC staff, organizing transport, booking facilities, and hiring service providers as required.  

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

§  Work on travel documents, visas, work permit etc for SCI staffs/members, visitors, etc

§  Make arrangements for various meetings and training workshops and provides the necessary assistance as required.

§  Making sure all the payment on PrSave is completed on time.

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

§  Overseeing the guesthouse management system and its operation 

§  Overseeing the sitting arrangement in regular bases and provide recommendation to the Area Admin/HR Manager

§  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.

§  Ensure the smooth running of accommodation facilities, including the safety and well-being of guests and residents in the guesthouse

§  Develop and build positive relationships with residents and guests

§  Control the guesthouse expenditures, manage stock levels, and order supplies

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

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

§  Ensure phone bills for all staff have been settled.

General

§  Share monthly payment tracker with admin Coordinator

§  Any other duties assigned by the line manager

BEHAVIOURS (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.

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

·         widely shares their personal vision for Save the Children, engages and motivates others

·         future orientated, thinks strategically and on a global scale.

Collaboration:

·         builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

·         values diversity, sees it as a source of competitive strength

·         approachable, good listener, easy to talk to.

Creativity:

·         develops and encourages new and innovative solutions

·         willing to take disciplined risks.

Integrity:

·         honest, encourages openness and transparency; demonstrates highest levels of integrity

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, relevant gov’t authorities and others as appropriate

·         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:

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

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Adult Safeguarding.

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy, All employees are also expected to carry out their duties in accordance with SCI protection from sexual exploitation abuse.

Please apply in English saving your CV and cover letter as a single document. To see a full a job description, please visit our website at https://somalia.savethechildren.net/career

Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent.

Application will be closed on 1st  May 2023

We need to keep children safe, so our selection process reflects our commitment to the protection of children from abuse. Employment is subject to our Child protection standards including background checks and adherence to our Child Safeguarding Policy

Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent.

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