Administration Assistant Job at Save the Children

Job ID: 200004O2
Location: Maiduguri, Borno
Employee Status: Permanent

Child Safeguarding

• Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people.

Role Purpose

• To provide professional general facilities support, including Maintenance of all equipment, document/information management, liaise with landlords on all SC rented properties, processing of monthly utility bills and DSTV etc.  The jobholder will also from time to time, be delegated other support duties including, but not limited to providing administrative support to programme teams based in Maiduguri.

Scope of Role:

• Reports to: Administration Officer
• Staff directly reporting to this post: Office Assistants

Key Areas of Accountabilities
General Administration:
You are to Provide administrative back-up to the team including but not limited to the following:

• Ensure premises are fit for purpose and suitable equipped, tidy and professional appearance is maintained.
• Maintain general office equipment tracker: regularly evaluate equipment.
• Under the supervision of Line Manager, ensure routine facility maintenance are arranged and the work is done
• Liaise with landlords on all SC rented properties under the supervision of Line Manager.
• Under the supervision of the Administration Officer, oversee the maintenance of the residence/office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized.
• Assist in the management of the office and guest houses premises
• Co-ordinate office equipment/supplies by ensuring that all the equipment in the office is working and reporting any malfunctions/repairs/changes to be made.
• Ensure the office is secured and extra keys to each office are kept securely in the key safe
• Ensure staff have access to the office if they are to work on the weekend after the necessary approval is obtained by the staff
• Carry out the filing of relevant materials and documents
• Disseminate formal communications to staff as directed by Line Manager
• Process monthly utility bills.
• Perform other duties and responsibilities as assigned by Line Manager

Key Responsibilities
Management of Office facilities:

• Ensure the Borno Office is well equipped, has sufficient levels of supplies ( consumables, stationery & equipment etc)
• Oversee the maintenance of Borno Office premises and guest houses, furniture & fittings and all equipment in a fully functioning state.
• Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.
• Take minutes of the weekly staff meeting as directed by Line Manager.

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Program Support:

• Support program staff during workshops and events (local, internal and external – e.g. meetings with other teams, partners training and staff training)
• Provide support to the Humanitarian Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested
• Support the coordination of other departments and Humanitarian programme

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 HR & Admin department by providing cover when any of the colleagues are on leave or because of an increased level of Field Office activities.
• Process travel requests
• Manages the Admin Department’s Petty cash
• Provide cover on general admin when any Administration Assistant is away
• Ensure that the minimum standards of humanitarian relief are maintained in accordance with the Sphere Charter and Red Cross Code of Conduct.
• Note: your line manager must be copied on all official communication

Working Contacts:

• Internal: Regular liaison with various teams in Abuja and other state offices
• External: Contact with landlords, vendors, visitors, hotels, airlines/travel agents etc

Competencies and Behaviours
Delivering Results (Skilled):

• Delivers timely and appropriate results using available resources
• Takes responsibility for their work and its impact on others
• Plans prioritises and performs tasks well without needing direct supervision
• Understands the link between their work and the organization’s objectives

Innovating and Adapting (Skilled):

• Suggests creative improvements and better ways of working
• Seeks out and applies successful ideas from others to overcome challenges
• Shifts tasks, roles and priorities to perform effectively under changing or unclear conditions
• Applies lessons learned to enhance future ways of working

Applying Technical & Professional Expertise (Skilled):

• Delivers work that reflects a good knowledge and application of technical and professional standards
• Keeps up to date with trends in their work area
• Maintains ethical and professional behaviour in accordance with relevant codes of conducts

Working Effectively With Others (Skilled):

• Actively listens to new and different perspectives and experiences of those they work with
• Proactively supports team members and trusts their capabilities
• Demonstrates an understanding of their skills and how they complement those of others within diverse teams and groups
• Clarifies their role and responsibilities within the team to maximise impact

Communicating With Impact (Skilled):

• Actively listens and seeks to understand before being understood
• Ensures communications are concise and well-structured
• Shares appropriate relevant and timely information with others
• Prepares effectively for meetings

Skills & Experience
Administrative & General Skills:

• Level of Education – Diploma / B.Sc in relevant field
• Must have completed NYSC
• Excellent planning and organizational skills, with proven administrative skills
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure
• Ability to manage time and diary
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English
• Strong teamwork skills with the ability to both support colleagues and request support as and when required
• 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.