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.
Reporting
- 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).
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 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 turkana.jobapplications@savethechildren.org indicating the position
title on the subject line by 27th August 2017.