TITLE: Administrative Officer
TEAM/PROGRAMME: HR & Admin Team LOCATION: Yobe, Nigeria
GRADE: 4 CONTRACT LENGTH: Fixed Term
CHILD SAFEGUARDING:
Level 3: the post 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 country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE: The role holder will be responsible for the provision and management of effective administrative services in the Yobe office.
The Administration Officer will contribute to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to Save the Children Quality Standards and endeavors to implement effective administration systems.
SCOPE OF ROLE:
Reports to: Human Resources and Administration Coordinator - Yobe
Staff reporting to this post: Office Assistant, Cleaners
KEY AREAS OF ACCOUNTABILITY:
Administration and Office Management
• Management of Office facilities and travel for the Country operations
• Ensure the Yobe office is adequately equipped with sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency
• Store Management (Stationaries and consumables)
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money
• Manage and supervise the Office Assistants and cleaners.
• Liaise with the Programme Operations (field and Abuja) to ensure that shared office support functions run smoothly, and resources are used efficiently and effectively
• Ensure compliance with Save the Children Quality Standards, Global Policies and Guidelines
• Oversee the maintenance of the office premises/residences, furniture, fittings and all equipment in a fully functioning state
• Pro-actively identify potential problems affecting staff, proposing solutions and working to put them in place
Travel, Logistics & Events:
• Oversee the management for all travel, business visas, and accommodation for visitors, consultants, and staff on official Save the Children business. Ensure that travel is on schedule and cost effective and that visits to Country Programmes occur with a minimum of disruption and downtime
• Ensure that meetings and conferences are effectively managed ensuring value for money and transparency in all the processes.
Working Contacts:
• Internal: All Yobe team
• External: Other INGOs, Statutory bodies, Service Providers
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
Additional Job Responsibilities
• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
QUALIFICATIONS
Essential Criteria
Qualifications
• University Degree in Business Administration, or equivalent in relevant field
Experience and Skills:
• A minimum of 3 to 4 years of experience in a administration role in a corporate or INGO environment
• Proven ability to provide high level support to management teams
• Ability to plan and organize a substantial workload that including complex, diverse tasks and responsibilities
• Experience of managing and developing teams
• Experience of setting up and maintaining management information systems and office systems
• Experience of effective budget development and management
• Experience of negotiating service contracts and ensuring value for money
• Excellent communication skills in order to deal tactfully and sensitively with a wide range of people
• Excellent organizational skills and a track record of consistently prioritizing delivering on time
• A high level of computer literacy
• Good judgement, initiative and problem-solving ability
• Commitment to Save the Children’s mission and values
• Desirable
• Staff & Performance Management
• Willing and able to travel around the state as needed.
• Experience working with a diverse team
• Experience working in Emergencies
Desirable Criteria
• High level of personal integrity, commitment and professional responsibility
• Excellent communication skills,
• Team player with strong leadership skills
• Mature personality with life experience is an advantage
• Able to be self-started and work in challenging contexts and fragile environments.
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.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
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