Admin Assistant/Receptionist

TEAM/PROGRAMME:

Admin. Unit

CHILD SAFEGUARDING: (select only one)

Level 3: the responsibilities of the post may require the post holder to have limited contact with or access to children or young people .

ROLE PURPOSE:

Provides administrative support to the Admin. Department. Performs a variety of associated administrative tasks in support of general office operations and staff. Coordinates and facilitates meetings as appropriate. Coordinates specified administrative activities across multiple organizational departments and within CO and sub-offices. The Receptionist performs a variety of associated administrative tasks in support of general office operations, welcomes guests and refers them to the respective hosts.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Admin. Manager

Budget Responsibilities: NA

Role Dimensions : The role requires a high level of communication with stakeholders in addition to visitors/walk ins/suppliers/etc …

KEY AREAS OF ACCOUNTABILITY :

Receptionist Tasks:

Administrative Tasks.:

• Setting-up and maintaining filing systems for records, correspondence and other material related to administration files.
• Responsible for the administrative routines and general filing management in the office, according to the Management Guide, following up on project files and contents on a regular basis.

• Assisting in training logistics needs for SCI staff and projects.

• Follow up with Finance for checks issuing or money transfer to suppliers/vendors).

• Assist in hotels accommodation requests for staff coming to Cairo

• Assist in internal flight bookings for SCI staff
• Submitting invoices on prosave.
• Vetting and clearance requests
• Petty Cash custody and Payments.
• Handle and prepare procurement process for all needs from the administration department.
• Any other tasks assigned by Direct Manager

Resources / Documentation:

• Keep hard copy resources in a systematic order;
Register new resources in shared folders and sharing as appropriate with staff;

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 orientated, 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
  

QUALIFICATIONS

Essential:

• University degree in Administration or related field.

• Minimum of 2 years experience with 1 year in the administrative field

• Verbal and written communication and organizational skills.

• Ability to plan and organize and work in a systematic and organized manner.

• Detailed oriented

• Customer service oriented.

• Ability to priorities competing demands.

• Diplomacy tact and negotiating skills.

• Strong team player with high team spirit and positive attitude.

• Flexibility under pressure and in response to changing needs.

• Productive and responsive to instructions and project policies and regulations.

• Initiative, stress tolerance and reliable.

• Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes

• Bilingual English and Arabic Language.
  

EXPERIENCE AND SKILLS

Desireable:

• Worked in a similar NGO

• Problem solving

• Creative/think out of the box
  

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.