Administrative Assistant at Save The Children

Job ID: 1900012B
Location: Yobe
Employee Status: Permanent
Reports to: Admin/HR Officer 

Role Purpose

• The purpose of the assignment is to provide professional administrative support to Save the Children’s programme team based in Yobe State.
• The Administrative Assistant will provide administrative support for the effective implementation of activities in the field office. 
• S/he will liaise with the other departments and ensure agreed action regarding HR, Admin, Logistics or other 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 front desk, arranging travel and meetings/workshops for the Yobe Office.

Key Areas of Accountability
Programme Administration:

• Process invoices and expense claims as required
• Process payment,  and payment requests for Partners/vendors as applicable
• Prepare reconciliation report for all vendors.
• Liaise with vendors and your Line Manager on account reconciliation
• Provide administrative support to SC Programme Teams including: preparing meeting agendas, tracking actions and key dates and organising events, meetings/workshop logistics eg booking venue/room, setting up conference calls etc.
• Responsible for maintaining general document-filing system in both soft and hard for HR/Admin department
• Assist in the production and publications of all HR/Admin official reports and other materials.
• Developing  and updating key communication documents for HR/Admin team
• Liaise with all other departments for programme needs e.g. stationeries, procurement, cleaning supplies, etc
• Support with materials needed – both with ensuring sufficient quantity and distribution to staff –  Guest House e.g. cleaning supplies, coffee/tea, sugar, cleaning of the Guest House, etc
• Support with materials needed – both with ensuring sufficient quantity and distribution and stock control – for Office e.g. stationary, cleaning supplies, coffee, tea, 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 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 Admin department meets expected objectives.

These include but are not limited to the following:

• Facility management
• Store management
• 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

Working contacts:

• Internal: Regular liaison with the management team in Yobe State
• External:  Contact with airlines/travel agents and SC partners etc.

Skills & Experience
Administrative & General Skills:

• Level of Education – Diploma in relevant field
• 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 of 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.

Skills and Behaviours (our 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 others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

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