Administration Officer

4 weeks ago

Peterborough, United Kingdom Save the Children Full time

KEY AREAS OF ACCOUNTABILITY

:

Facilities Tasks:

Contracted Services : Responsible of Contracted Service tracking, expiry dates and due dates  Supplies : Initiate& finalize purchase requests and monitor use of the office supplies stock; beverage and hospitality supplies stock etc. Staff booking flights Payment s: Responsible to process payments to the contracted service providers and payments for all Admin initiated works except payments related to visas. Follow up DHL and mange contract. Cash Advance : Initiate, process, receive, handle, and clear cash advance for Admin use immigration and non-immigration affairs matters. Admin Records/Record Retention : The Admin officer will be a focal point and will be fully responsible to keep, a user-friendly manner, the admin filing system and Archive files and documents (record retention) for the EU project and will support the Finance department for record retention during an Audit. Arrangements of Events : Responsible of arrangements of events, workshops, meetings, and training conducts by SCS in the Office as well as preparing for the one conduct outside the office.

Visitors management  

Plan and schedule external visits Manage visitors’ travel and accommodation.  Staff administration Organise staff accommodation

Facilities management

Manage leases (office, accommodation, hotels etc) Maintain and repair facilities. Arrange utilities. Equip, resource, maintain and repair offices and guest houses (non-IT) Maintain inventory of non-asset equipment Obtain employee travel booking.

Flight bookings 

(WFP and Commercial) to all Sudan staff and visitors through the online system and manually – managing flight booking contracts (Monthly reports) Prepare PRs and follow monthly payments to flight agencies and companies.

Hotel bookings

 Manage hotel booking contracts in Khartoum/Port Sudan (National and international staff) –managing hotel and accommodation contracts for both national and international. (monthly reports) Work closely with procurement on securing appropriate hotels and staff accommodation according to SCI standards and supply chain and administration.

Admin Stock handling 

To manage all Admin stock from point of Checking & Receiving, Storing & issuing whilst documenting and reporting all. To carry the required periodic Stock Count, document and report it. To ensure, the above is performed on manual warehouse controlling & reporting templates (excel) In the later even

Other Other duties/ tasks of relevance as assigned by EUD project manager and the administration direct supervisor

COMPETENCIES FOR THIS ROLE:

Delivering Results

Takes personal responsibility and holds others accountable for delivering our ambitious goals for children, continually improving own performance or that of the team/ organisation. 

Level required: Accomplished

Applying Technical and Professional Expertise

Applies the required technical and professional expertise to the highest standards; promotes and 

Shares best practice within and outside the organisation.

Level required: Accomplished

Working Effectively with Others

Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. 

Knows when to lead, when to follow, and how to ensure effective cross-boundary working.

Level required: Accomplished

Communicating with Impact

Communicates clearly and confidently with others to engage and influence; promotes dialogue 

d ensures timely and appropriate messages, building confidence and trust.

Level required: Accomplished

QUALIFICATIONS AND EXPERIENCE

sential

Previous experience of working in as administrative and liaison role. First-rate organisational skills with a strong eye for detail and the ability to prioritise effectively whilst working to tight deadlines. Experience of working in remote field bases with limited infrastructure Good attention to detail Strong customer orientation and ability to work collaboratively with HR colleagues Excellent interpersonal and communication skills Excellent skills on Microsoft Excel/Word.  Experience in managing HR records i.e. for both paper and electronic systems Good verbal/written communication skills, a clear understanding and awareness of HR processes including the importance of confidentiality. Understanding staff care for humanitarian staff, in particular approaches to welfare, stress, R&R and debriefing Good facilitation skills and ability to deliver induction briefing/training Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams Experience of a range of assessment techniques (including assessment centres)

Health and Safety

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

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