Administrative Assistant Job Vacancy at Save the Children, 29th April, 2019

Save the Children is the leading independent organization for children in need, with programs in over 120 countries, including the United States. We aim to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives by improving their health, education and economic opportunities. In times of acute crisis, we mobilize rapid assistance to help children recover from the effects of war, conflict and natural disasters. Each year, we and our partners reach millions of children in communities around the world. Join our dedicated and diverse staff in their work to improve the well-being of children everywhere. We are recruiting to fill the position below: Job Title: Administrative Assistant 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:

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
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

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:

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.
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

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: