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Administration Officer Job in Kenya – Emergency (NGO)

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.

  • 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).

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 indicating the position title on the subject line by 27th August 2017.

Applications will be reviewed on a rolling basis.

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