Administration Coordinator at Save The Children

Role Purpose

• This position is specifically responsible for coordinating all the various administrative related activities such as event planning, local and international travels, booking of accommodation, facility management and maintenance, and provide general administrative support to staff. 
• The role holder will coordinate the effective functioning of all facilities to provide an efficient and safe working environment for employees and their activities by using best business practices to manage relations, resources, services, and processes to meet the needs of the Country Office. This will include the development and institutionalization of sustainable management practices that are suited for the SCI Nigeria context.  

Scope of Role

• Report writing, budgeting/cash forecasting, supervise the booking of accommodation and flight tickets, event coordination, facility management and vendor management, ensure efficient operations.

Key Areas of Accountability
Facility Management:

• Supervise the Admin officer (facility) and ensure that all spaces are in good condition, and the basic SCI security standards are maintained. 
• Oversee all facilities and equipment’s leased by SCI and ensure that they are used in compliance with the contractual agreement between both parties while maintaining security and safety standards.
• Ensure offices, guesthouses and residences have all the minimum required materials for emergencies, such as signs indicators, fire extinguishers, smoke detectors alerts, etc.
• Manage relationships with utility agencies providing electricity, water, air-conditioning maintenance services. Assessing the quality of services and sharing analysis with the Administration Manager. Ensure that all related bills are paid on time and that all related contracts are renewed on time.
• Ensure that the offices and guest house are well maintained. When repairs are needed, initiate the repair requests, once the service provider is chosen, manage the whole process up to the final payment of the invoice.
• Ensure that the offices and guest house are well maintained (ambience, aesthetics, branding and outlook).
• Support availability and suitability of options for new premises (i.e office and homes for international staff), initiate the request, when the choice is done, ensure all required approval in compliance with SCI policy are in files, drafting the contract using the approved template. Once the contract is signed by both parties, managing the relations with the landlord. 
• Liaise with relevant Admin staff to facilitate compliance with Government of Nigeria Immigration requirements for SCI/Nigeria International staff and families. 

Event Management (Trainings/ Workshops/ Corporate Events):

• Ensure that meetings, workshops, and conferences are effectively managed. 
• Work closely with requesting departments and external contacts (service providers) to coordinate events.

Travel Management:

• Management of all travels, business visas and accommodation for visitors, consultants, and staff on official assignment.  Ensure that all travels are on schedule and cost effective.
• Support with consular services (processing of of visa(s), visa on arrival (VOA), STR, CERPAC, Introduction letters, Invitation letters etc.).
• Coordinate all logistics arrangements (airport transfers, hotel reservations, for all SCI local/international staff and partners. 
• Coordinate the procurement of local tickets for SCI Staff and partners. 

Contract Management:

• Supervise framework agreements of ALL service contractors after prequalification.
• Supervise contractual agreement of all offices (state and field offices) in SCI’s network.

Policy and Procedure Administration:

• Support the Admin manager to develop, keep updated the Administration policies and procedures manual; ensure communication of the policies across the program; monitor implementation and compliance.
• Follow up with field colleagues and ensure compliance with quality standards in relation to office management, travel and general administration (facilities, rents, NGO registration etc.) and streamlined processes. 

Staff Supervision, Mentorship, and Development:

• Coordinate the Administration team; provide technical guidance and support on each team members expectation, develop and evaluate direct reports adequately and regularly.
• Incorporate staff development strategies and Performance Management Systems into team building process
• Ensure that the performance of all staff in the Administration Unit is optimised to their potential in pursuit of Save the Children's objectives.

Third party/Vendors’ Payments:

• Supervise to ensure prompt processing/submission of all third-party vendor payment to the Finance repository for processing and manage the process for swift payment. (Travel agencies, hotels, facility management, janitorial and all ancillary services etc.) 
• Filing systems: Develop and maintain efficient filing and archiving systems in Windows and Outlook, including address lists, and hard copy filing.

Safeguarding Responsibility:

• Ensure that the office facility & creche are set up in compliance with SCI Safeguarding policy.
• Ensure that the vendors we engage and work with are fully aware of and maintain SCI Safeguarding policy standards by not employing minors (below 18 years) in their services
• Ensure that SCI safeguarding visibility materials (awareness posters) are placed at strategic points around the facility.

Other Responsibilities:
The role holder may be assigned with other responsibilities as the need arises which would include but are not limited to the following:

• Provide administrative support to programme teams based in Abuja as delegated by the line manager.
• Support other functional areas of Admin in-country office and field offices.
• Assist in data gathering and Analysis.
• Manage costs and expenses posted to Admin’s petty cash purse.
• Providing cover when other administrative staff are absent, on leave or as a result of an increased level of Country Office activities.
• Any other duties assigned by the line manager.

Working contacts:

• Internal: Administrative unit, all other relevant departments, regular liaison with the Country Management teams in Abuja and Field offices
• External: Government Agencies (Immigration, MBNP, Security agencies etc). Vendors, embassies.

Qualifications & Experience

• Education - Bachelor’s Degree or HND in Administration/Finance/Social Sciences
• Member of a professional body is an advantage.

Experience and Skills:

• Minimum of (5) five years’ working experience in the administrative department, preferably with an international organization.
• Demonstrate excellent written and oral communication skills.
• Must demonstrate a good understanding of contemporary management best practices.
• Must have proven experience in facility management.
• Excellent people skills.
• Demonstrate a high level of initiative, diplomacy, and tact.
• Experience using analytical tools for data management is essential to this role.
• Excellent knowledge of computer software – MS Excel skills will be prioritized.
• Must be flexible and be able to work independently and as part of a team.
• May be required to work for extended hours, including evenings, weekends, and holidays, as necessary.
• Will be required to be on call for emergency situations and urgent operational needs

Behaviours (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 their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future-oriented, thinks strategically and on a global scale.

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.