Save
the Children
Administrative
Assistant –
Kenya Country office
Team /
Programme: Support
Services
Location: Wajir
Grade: 5
Post
Type: National
Role Purpose: The HR
& Admin assistant is responsible for ensuring the day to day running of
Wajir office, organizing for conference booking, accommodation, and travel
arrangements for staff. Perform HR functions for within Wajir office.
Reports to the
HR/Administration Coordinator
Staff
reporting directly to this post: Cook
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.
We
employ nearly 300 staff and will have an operating annual budget in 2016 of
approximately US$20 million.
Key Areas of Accountability:
Key Areas of Accountability:
- Support
the HR/Admn Coordinator to plan, and manage in an accountable, efficient
and effective way, key services in administration including equipment
maintenance; premises security; travel, Organizing Events including
conferences/workshops, hotel and guest houses accommodation; and ensure
front desk operations
- Support
the HR/Admn Coordinator to monitor Wajir office utilities costs e.g.
water, electricity, telephone/Mobile usage and billing and others;
prepares monthly trend reports.
- Develops
and implements new cost efficient administrative systems such as paper
waste management; electricity conservation; water management; among others
- Ensure
utmost cleanliness and any minor repairs for the Office Premises is
maintained by the staff responsible
- Proper
Management of inventory at the Administration and kitchen stores.
- Support
the HR/Admn Coordinator in the efficient management of the Office and two
guest houses.
- Support
the HR/Admn Coordinator in ensuring compliance with Save the Children
policies and practice with respect to child protection, code of conduct,
health and safety, equal opportunities and other relevant policies and
procedures.
- In
liaison with the HR Coordinator, ensure that all staff understand and
observe the CPP and Code of Conduct
- Put
together the policy documents and any other required documents for
induction of new staff
- Perform
any other duties assigned as assigned by the HR/Admn.Coordinator.
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/equivalent
- Minimum
2 years’ experience in a similar role
- Proficient
in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- 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.
- 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
- Fluent
in English and Swahili
- Commitment
to Save the Children Values
Competencies:
- Good
organizational, planning and interpersonal skills
- Ability
to manage workload and prioritize activities
- Excellent
written and verbal communication skills
- Ability
to solve problems
How to Apply
Interested candidates are required to submit a CV and mandatory Cover letter indicating the Position they are applying for in the subject line to wajir.jobapplications@savethechildren.org
Interested candidates are required to submit a CV and mandatory Cover letter indicating the Position they are applying for in the subject line to wajir.jobapplications@savethechildren.org
Hand
delivered applications will not be accepted.
Due to the urgency of having the two posts filled, applications will be reviewed as they are received.
