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Senior Administration Officer at

1 month ago

Nairobi, Nairobi Area, Kenya Save the Children Full time
The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children's rights, provides relief and helps support children in developing countries

ROLE PURPOSE:

Under the direction of the Human Resources & Administration Coordinator, oversee the Nairobi Office Administration function and ensure delivery of quality administrative support services to Nairobi office and other Area Offices.


SCOPE OF ROLE:

Reports to:
Senior Human Resources & Administration Coordinator

Staff directly reporting to this post: : (3) Administration Officer, Administrative Assistant, Office Assistant

KEY AREAS OF ACCOUNTABILITY:
Management of Contracts and Supplier Service Level Agreements (SLAs)

Conduct market surveys for due diligence prior to engaging Administration suppliers which include but not limited to accommodation and travel service providers.

Participate in procurement committees' participation during selection of administration related service providers.
Track all supplier contracts and premises leases, ensuring that they are valid and are renewed on timely manner.
Ensure that all services providers deliver / provide the best service agreed against individual SLAs.
Provides objective analysis on the quality of services received, and recommend renewal or non-renewal of administration related suppliers.
Address all staff complaints relating to suppliers' service delivery.
Conduct renovation assessments when handing over premises to various landlords

Work closely with Finance Department to ensure value-for-money services from benefits providers, including, but not limited to, ensuring credit notes are issued promptly, informing the HHRA and Finance Department of any anomalies/concerns in service provider reports.

General Office Management

Ensure cost effective ways for running office costs. These include but not limited to kitchen costs, Cleaning & Sanitary costs, Office maintenance & repair costs etc.
Ensure Save the Children office and compound are well maintained and suitable for working and living.
Oversee the purchase and distribution of office stationary and supplies.
Supervise general office maintenance and repair works ensuring they are up to desired standards.
Ensure that all mandatory /Legal Certificates & Permits are kept current and renewed in a timely manner. This involves involvement with the Nairobi City Council
Conduct Administration Induction to new staff upon recruitment.
Overseeing allocation of working space for all staff at the Country Office.

VISA and Immigration Services

Prepare applications for visas/work permits and follow up with NGO Board and Immigration Office.
Preparing Visa application letters for visitors travelling to Kenya and for SCI staff travelling to other countries
Support the HR coordinator in processing passes and work permits for expatriate/staffs without Kenyan citizenship

Utilities & Payments of Office Rent and Bills

Monitor Nairobi office utilities costs e.g. water, electricity, telephone/Mobile usage and billing and others related office utilities and processing these payments.
Prepare monthly trend reports on consumption and share recommendations with Human Resources & Administration Coordinator.

Ensure that all premises utilities and rent are paid on time (including field Offices in liaison with Project Support Services Officers).

Preparing administration cash forecast and sharing with finance department on a monthly basis.
Ensuring that all administration invoices and bills are paid on time
Custodian of the administration monthly float.

Travel and Accommodation

Make accommodation bookings for, international staff and visitors to the Kenya Country Office.

Work with Supply Chain to identify suitable hotels for framework agreements

Staff Management, Mentorship, and Development

Manage performance of direct report in the work area through:

Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
Coaching, mentoring and facilitating other developmental opportunities;
Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans.

Build the capacity of staff to monitor/ manage grants and awards as well as understand and implement compliance requirements from donors, Save the Children and/or the Government of Kenya.

Procurement

Delegated focal point for administration procurements. A procurement committee member for administration procurements eg conferences, team buildings, meeting refreshments, office stationery and consumables.

DOSH Audits

Ensure the Organization is compliant in line with OSH 2007 Act
Ensure DOSH audits are carried out annually in all locations
Work closely with programme managers in carrying out occupational risks in different field locations
Facilitate annual DOSH trainings

Support Services

Assist with documentation for Nairobi based programmes.

Consolidate all financial documents generated for Nairobi based programmes and send to finance for processing; these include supplier invoices, staff liquation, Mpesa payment lists, receipts, etc.

Together with Supply Chain team, Coordinate Nairobi based programmes procurement requests

Child Safeguarding:

The Administration Officer has an obligation to ensure he/she fully understands the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies.

He/she must conduct him/herself in accordance with the rules of the Child Safeguarding Policy, in his/her personal and professional lives – which includes reporting suspicions of child abuse.

The Administration Officer must ensure the way he/she is carrying out his/her work is not putting children at risk (or further risk).

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 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 AND EXPERIENCE
A first degree in business administration
Minimum five years experience in a similar role
Possess proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint)
Excellent written and verbal communication skills
Strong and proven experience in people and relationship management
Ability to manage multiple requests and to liaise with several different departments.
Assertive and pro-active, with the ability to work on own initiative with little supervision.
Good analytical skills with the ability to identify key points from complex material or information.
Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services

Comply with the requirements of Save the Children's Child Safeguarding Policy and other Global Policies

A willingness to travel occasionally to field area offices.
Fluent in English and Swahili
Commitment to Save the Children Value

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