Administrative Assistant at Save the Children

On Wednesday, April 1st, 2015
Position Code: SCI AS
 
Team / Programme: HR, Admin & IT
Location: Wajir
 
Grade: 5
Post Type: National
Child Safeguarding: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Role Purpose: Support in Managing the Save the Children Kenya Wajir Office Administrative and logistics issues and be the first point of contact for all visitors in Wajir. 
The person is responsible for supporting the day to day running of Wajir office, organizing for conference booking, accommodation, and travel arrangements for staff. 

This includes the effective Management of the stationery and Kitchen stores as well.

Reports to the Human Resource and Administration Officer.

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. 
Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. 
In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. 
By Feb 2013, we will have completed a second transition, which will see us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. 
Save the Children has an operational presence in Dadaab Refugee Camp, Garissa, Mandera, Meru and Wajir.

Staff directly reporting to this post: Cooks and Cleaners

Key Areas of Accountability:

  • Greet and welcome all Wajir Field Office visitors and direct their requirements to the relevant staff/persons.
  • Assist in receiving, forwarding and dispatching of Office mails and faxes; including phone calls.
  • Sending and receiving Wajir Field Office parcels to Nairobi and other Offices.
  • Responsible for making staff flight bookings to and from field offices through ECHO and other air travel providers.
  • Liaising and following up with Finance department for payments of staff flights’ invoices and other payments falling under the Front Office
  • Responsible for making accommodation bookings for staffs  coming to Wajir Field office for official duties
  • In liaison with Finance department, raise paperwork for processing payment of suppliers.
  • Managing the Wajir Field Office visitors meal register at the guest house and ensure prompt billing
  • Ensure that the Office has adequate supply of drinking water at all times
  • Responsible for maintaining  the Wajir Field Office Meeting rooms bookings register and ensure that relevant meeting room equipment/gadgets are in working condition at all times
  • Assisting in the preparation of documents as necessary including photocopying, scanning, binding and distributing.
  • Provide support in filing for various departments from time to time, maintaining order and cleanliness of the archives rooms and assist with retrieval of files from the archives.
  • Provide support in loading, verifying of incoming supplies, packaging/labelling of goods for dispatch.
  • Ensure effective and efficient use of Save the Children resources in order to minimize costs.
  • Monitor and check on stock levels of guest house food/purchases and initiate procurement process. Where necessary account for advances issued promptly.
  • Take care of the reception of goods Purchased from field and Nairobi Offices.
  • Support the logs officer to follow up on procurement contract performance (in terms of date of start, date of fulfilment, financial advances, increase or decrease in the costs, final payment, bank guarantee if any, any problem arising during contract implementation.
  • Managing the in and out movements of purchased and stored goods in the Stationery and kitchen stores.
  • Take up assigned support roles from both the Human Resource and Administration and Logistics Sectors
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
Qualifications and Experience
  • University degree in a Business related field although those with a higher National diploma from KNEC in similar field may be considered
  • Two years of working experience in Administration or/and logistics in an INGO.
  • Experience working with a humanitarian INGO is an asset.
Knowledge:
  • Good knowledge of logistics and administration;
  • At least two years’ experience in both logistics and admin including asset management, distribution and general office administration
  • Knowledge INGOs working environment is an asset.
  • Computer/IT proficiency an added advantage.
  • Very good command of MS Office.
  • Knowledge of database management software is an asset.
  • Having good commands of written and spoken English.
  • Rigorous, precise, well organized and punctual.
  • Very good sense of initiative and responsibility.
  • Good interpersonal and communication skills.
  • Very good negotiation skills.
  • Ability to work in team, independently and in stressful situations.
How to Apply

Interested candidates are hereby required to drop their applications together with copies of their academic qualifications, national Identity card and testimonials at SCI  Wajir area Office with the position clearly indicated on top of the enclosed envelop and clearly addressed to The Human Resource and Administration Officer,SCI:Wajir Area Office; not later than 15th April  2015 at  5pm.

Those applying online should send their applications to  [email protected].org.

Kindly note that Save the Children is an equal employment opportunity Organization and qualified female candidates and those with disability are encouraged to apply as well. 

Those who do not meet the minimum academic qualification need not to apply.
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