Administration and Human Resources Assistant at Save The Children

ROLE PURPOSE: 

The purpose of the assignment is to provide professional administrative and HR support to Kano field office under the leadership of the HR & Admin Officer. The Admin/HR Assistant will provide administrative/HR support for the effective implementation of activities in Kano. The job holder will also undertake other support duties including, but not limited to cover for front desk, arranging travel and meetings/workshops for Kano office.

KEY AREAS OF ACCOUNTABILITY:

General Administration: 

• Co-ordinate and monitor usage of all office equipment & supplies by ensuring that the equipment’s in the office are working well and promptly reporting any malfunctions/repairs needed/changes to be made as they arise, and supplies replenished promptly.
• Maintain general office equipment tracker: regularly evaluate and request for repairs/replacement as and when required.
• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)
• Coordinate team members to ensure that external guests are promptly attended to. Avoid prolonged stay of guest at the reception. 
• Receive SCI staff visiting the Kano office and provide workspaces and relevant supplies as maybe required.
• Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g., booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time.
• Disseminate formal communications to staff as directed by Line Manager
• Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed.  
• Take minutes of the weekly staff meeting
•  as directed by Line Manager. Prepare meeting agendas, track actions and key dates.
• Provide support to the Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested.
• Carry out the filing of relevant materials and documents.
• Supervises Office Assistants and or cleaners to ensure office premises/guest houses and environs are clean and well maintained.
• Ensure required cleaning items and toiletries are always available.
• Ensure the Kano Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc).
• Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.
• Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required. 
• Ensure the staff movement board is well maintained and up to date.
• Perform other duties and responsibilities as assigned by Line Manager.

Store Management: 

• Assist in managing stationery items and consumable stores effectively and efficiently. 
• Receive requisition and provides supplies to concern staff.
• Issue out and support with requested items for training/workshop/meeting based on filled training form.
• Manage the gift register.

Travel Arrangement:

• Support in coordinating requests from programme team members/visiting staff for local flight and hotel booking.
• Liaise with the required hotel facilities to find the best options available and ensure value for money.
• Ensure that consultants, vendors and service providers invoices are promptly processed and paid in a timely manner in accordance with SCI payment terms and terms of reference (travel agencies & Hotels).

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, to assist HR & Admin and Supply Chain department by providing cover when any of the colleagues are on leave or because of increased level of Field Office activities.

Manages the Admin Department’s Petty cash.

• Ensure constant availability of petty cash.
• Zero tolerance for claiming of unapproved petty cash.
• Ensure timely retirement. 

Human Resources:

• Support in maintaining personnel filing system in both soft and hard for HR/Admin department
• Assist the HR Officer with conducting recruitment for volunteers across thematic programmes.
• Follow-up with Country Office and Field HR focal persons on recruitment documents 
• Responsible for maintaining all recruitment documentation in line with SCI guideline
• Track probation and prepare confirmation letters as required.
• Ensure compliance with all relevant Save the Children policies and procedures with respect to child safeguarding, code of conduct, Global anti-harassment policy, fraud policy, equal opportunities and other relevant policies

SKILLS & EXPERIENCE                                                                

Administrative & General Skills

• Level of Education – HND/B.Sc. in social sciences/relevant field of studies.
• Minimum of one-year relevant work experience.
• Must have NYSC discharge certificate/exemption certificate.
• 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.
• Ability to manage time and diary.
• Ability to manage vendors.
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English.
• Understand the local language is a plus.
• Strong teamwork, with the ability to support colleagues and request support as and when required.
• Commitment to Save the Children mission, vision and values.
• Computer literate and knowledge of Word, Excel and Outlook.