Administration Assistant at Save The Children

Job ID: 2100054J
Location: Maiduguri, Borno
Employee Status:  Permanent
Reports to: Administration Officer
Staff directly reporting to this post: Office Assistants

Child Safeguarding

• Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people.

Role Purpose

• To provide professional general administration support to the humanitarian team under the leadership of the Administration Officer.  The job holder will also from time to time be delegated other support duties.

Key Areas of Accountability
General Administration:

• Event planning and coordination - support program staff during workshops and events (local, internal and external - e.g. meetings with other teams, partners training and staff training)
• Coordinate office equipment/supplies by ensuring that all the equipment in the office are working and reporting any malfunctions/repairs/changes to be made.
• Maintain general office equipment tracker: regularly evaluate equipment.
• Disseminate formal communications to staff as directed by Line Manager
• Take minutes of the weekly staff meeting as directed by the Line Manager.
• Prepare meeting agendas, minute taking, tracking actions and key dates and organising events, meetings/workshop logistics e.g. booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time
• Provide support to the Humanitarian 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 to ensure office premises/guesthouses and environs are clean
• Ensure required cleaning items and toiletries are always available
• 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
• Process monthly communication allowance recharge for all staff
• Perform other duties and responsibilities as assigned by Line Manager
• Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.

Store Management:

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

Travel Arrangement:

• Coordinate all support 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
• Assist in local flight booking arrangements for the team
• Process payment of travel agencies invoices.

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 HR & Admin department by providing cover when any of the colleagues are on leave or because of an increased level of Field Office activities.

• Manages the Admin Department’s Petty cash
• Ensure that the minimum standards of humanitarian relief are maintained in accordance with the Sphere Charter and Red Cross Code of Conduct.

Working Contacts:

• Internal: Regular liaison with various teams in the CO and other state offices
• External: Contact with visitors, hotels, airlines/travel agents etc

Competencies and Behaviours
Delivering Results (Skilled):

• Delivers timely and appropriate results using available resources
• Takes responsibility for their work and its impact on others
• Plans, prioritises and performs tasks well without needing direct supervision
• Understands the link between their work and the organisation’s objectives.

Innovating and Adapting (Skilled):

• Suggests creative improvements and better ways of working
• Seeks out and applies successful ideas from others to overcome challenges
• Shifts tasks, roles and priorities to perform effectively under changing or unclear conditions
• Applies lessons learned to enhance future ways of working

Applying Technical & Professional Expertise (Skilled):

• Delivers work that reflects a good knowledge and application of technical and professional standards
• Keeps up to date with trends in their work area
• Maintains ethical and professional behaviour in accordance with relevant codes of conducts

Working Effectively With Others (Skilled):

• Actively listens to new and different perspectives and experiences of those they work with
• Proactively supports team members and trusts their capabilities
• Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups
• Clarifies their role and responsibilities within the team to maximise impact

Communicating With Impact (Skilled):

• Actively listens and seeks to understand before being understood
• Ensures communications are concise and well-structured
• Shares appropriate relevant and timely information with others
• Prepares effectively for meetings

Skills & Experience
Administrative & General Skills:

• Level of Education - HND / B.Sc. in social sciences/relevant field of studies
• Minimum - a 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
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English
• Understand the local language
• Strong teamwork skills with the ability to both support colleagues and request support as and when required
• 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.