Support Services Assistant at Save The Children

Locations: Biu & Damboa LGAs - Borno
Job Type: Full-time

Role Purpose

• The purpose of this role is to provide professional administrative and logistics support to Save the Children’s programme team based in Borno (Biu & Damboa LGAs)
• The Support Services Assistant will provide administrative and Logistics support for the effective implementation of activities in Borno
• S/he will liaise with the other departments in Borno and ensure agreed action regarding Administrative and Logistics support is taken, and give feedback to the programme team
• The job holder will also undertake other support duties including, but not limited to cover for the front desk, arranging travel, meetings/workshops, facilities, procurement for the LGAs covered.

Key Areas of Accountability
Programme Administration:

• Act as the Front Desk Officer
• Provide administrative support to SC Programme Teams including preparing meeting agendas, taking minutes of meetings, tracking actions and key dates and organising events, meetings/workshop logistics eg booking venue/room, setting up conference calls etc
• Responsible for maintaining the general document-filing system in both soft and hard for Admin department
• Ensure minutes of meeting of general staff meeting is taken and distributed within 48 hours after meeting.
• Assist in the production and publications of all Admin official reports and other materials.
• Process invoices and expense claims as required
• Process payment,  and payment requests for vendors as applicable
• Developing  and updating key communication documents for the Admin team
• Make flight booking for staff
• Attend to phone calls in a professional manner.
• Attend to facilities complain within 24hrs.
• Liaise with all other departments for programme needs e.g. stationeries, procurement etc

Hotel and Venue Bookings:

• Make Hotel/Venue Bookings for the team and other programmes as delegated by the line manager, and provide feedback to the person requesting on progress.
• Liaise with the required facilities to find the best options available and ensure value for money
• Timely communicate to the requester through Email, the booking details
• Follow-up with involved parties e.g. visitor, Logistics and Field Manager of the said location on travel arrangement at the destination.
• All official communication is copied to the line manager and the relevant people.

Other Responsibilities:
The post holder may carry out other duties in addition to or instead of those outlined above which may reasonably be required from time to time, in order to assist the Admin department meets expected objectives. These include but are not limited to the following:

• Process payment and claims as required.
• Arrange Hotel/Venue Booking and provide feedback to the person requesting on progress.
• Liaise with the required facilities to find the best options available and ensure value for money

Asset & Facility Management:

• Oversee the issuance and return of assets to/from staff
• Ensure good condition of assets, and maintain asset condition reports.
• Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.

Warehouse and Store Management:

• Oversee all stock inflow and outflow
• Recording all incoming goods for suppliers and prepare goods receive note
• Update stock/bin cards regularly
• Support program team in dispatching program suppliers to the LGAs
• Monthly stock count
• Prepare monthly stock report
• Ensure cleanliness of the store.

Skills & Experience
Administrative & General Skills:

• Level of Education - First Degree (B.Sc/B.A/HND) in any Social Sciences course or any related qualification
• Minimum of a year work experience
• Must have completed NYSC
• Experience in procurement and logistics in iNGO
• Excellent planning and organisational skills, with proven administrative skills
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure
• Strong coordination and time management skills
• Experience in dealing with diary management and international travel arrangements
• Sound knowledge of office practices, procedures and administrative systems including filing systems
• Excellent interpersonal and communication skills
• Strong teamwork skills with the ability to both support colleagues and request support as and when required
• Strong written and verbal communication skills, fluent in English
• Ability to draft well-written, professionally presented documents
• IT experience - Proficient in Microsoft Office
• Commitment to Save the Children mission, vision and values
• Experience of working in challenging, insecure areas and willingness to work and live in a rural environment.
• Computer literate and knowledge of Word, Excel.