Admin Officer

TEAM/PROGRAMME:

Admin. Unit

CONTRACT LENGTH:

12 months (Extendable) Fixed Time

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 Country Office. 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 office and sub-offices.

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

Staff Reporting to him: Office Helpers

Budget Responsibilities: NA

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

KEY AREAS OF ACCOUNTABILITY :

• Handle training logistics/requests for non-contracted venues (Formal/Simple/Single quotations) needs for SCI CO staff (whole process starting from vetting, selection process, prepare for contracts, booking venues, submitting payments and follow up with Finance for checks issuing or money transfer to suppliers/vendors).

• Handle accommodations.
• Vetting and clearance requests
• Providing Prosave help when needed to different staff members.
• Handle and prepare procurement process for all needs from the administration department.
• Handling and Tracking of all coming foreign visitors and coordinating with relevant parties their accommodations and needs.
• Handling Regional Conferences and Workshops.
• Handling Sourcing on Prosave to Lease contracts (offline and online)/search for different hubs and new offices for SCI projects in different areas and governorates.
• Owner of Procurement process of lease contracts and any other related Admin. contracts
• Preparing new lease contracts hard copies to be signed from both parties.
• Uploading all admin contracts on system (pending/current and future ones)
• Represent the Admin. Unit as a member in different admin. and procurement committees.

• Order all office stationery and supplies and prepare related PRs

• Handle new lease requests for hubs in Cairo and other governorates (manage lease process from receiving PR, Inspection, CBA, vetting till signing the contract and preparing rent payments and managing the contract till its end)

• Prepare apartments for use (furniture, utilities, landline, internet, etc …) and submitting all related PRs

• Handle all new voice and USB requests

• Authorised person to deal with Vodafone for SCI corporate account

• Review VF bill on a monthly basis and updating it (new employees, closed projects, changed budget codes, change rate plans, business and personal usage)

• Providing technical support to administration in field offices and project hubs

• Submitting monthly payment for Vodafone Invoice and settlement on time

• Preparing Monthly Reports

• Handling offline PRs and Payments

• Handling visa issuance with travel agencies

• 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 3 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.