Administration Officer at Save The Children

Child Safeguarding

• Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people and, in the overseas context all posts are considered to be level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people.

Role Purpose

• This position is specifically responsible for supporting activities related to office facility, maintenance, space allocation and General Administrative support.  
• The Administrative Officer will generally be responsible for the coordination of the effective functioning of all facilities to provide an efficient and safe working environment for employees and their activities by using best business practices to manage resources, services and processes to meet the needs of the Country Office.
• This will include the development and institutionalization of sustainable management practices that are suited for the SCI Nigeria context. 

Scope of Role:  

• Reports to: Human Resources Coordinator
• Staff directly reporting to this post: NA 
• Budget  responsibility: None                            

Key Areas of Accountability

Facility Management:

• Ensure that all spaces are in good condition, cleaned and that the basic security standards put in place by SCI for its premises are abided by. 
• Ensure that all facilities and equipment rented by SCI are used in compliance with the agreement between the owner and SCI, in compliance with security and safety standards;
• Managing all contracted services concerning office cleaning, waste disposal, and janitorial supplies needed in the office. 
• Ensure offices, guesthouse and residences have all minimum required material for emergencies such as emergency signs indicators, maintained extinguishers, smoke detectors, alerts, etc.
• Managing relations with utility agencies providing electricity, water, air-conditioning maintenance services. Assessing the quality of services and sharing analysis with the Administration Manager. Ensure that all related bills are paid on time and that all related contracts are renewed on time.
• Ensure that all furniture and non-IT equipment used by SCI are in good condition, organizing repair and maintenance and being in charge of doing the furniture and non-IT equipment replacement plan in collaboration with the Logistics Department.
• Managing the relations with Finance & Logistics on annual insurance cover for office furniture and fittings (GPEs). 
• Ensure that the office and guest house are well maintained. When repair is needed, initiate the repair requests, once the service provider is chosen, manage the whole process up to the final payment of the invoice.
• Support availability and suitability of options for new premises (i.e office and homes for international staff), initiate the request, when the choice is done, ensure all required approval in compliance with SCI policy are in files, drafting the contract using the approved template. Once the contract is signed by both parties, managing the relations with the landlord. 
• After consulting Senior Managers and Project Managers, planning best allocation and utilization of space and resources of the office. Produce the monthly space allocation report before the 5th of the next month to submit Administration Manager.
• Liaise with Relevant Admin staff to facilitate compliance with Government of Nigeria Immigration requirements for SCI/Nigeria International staff and families. 

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, to assist the Support Services department by providing support.

These include but are not limited to the following:

• Provide administrative support to programme teams based in Abuja as delegated by the line manager
• Support other functional areas of Admin/HR in-country office and field offices
• Assist in data gathering and Analysis
• Any other duties assigned by the line manager

Working Contacts

• Internal: Administrative/HR Team, Cleaners and regular liaison with the country management teams in the field and country office.
• External:  Contact with maintenance vendors and Government Agencies 

Skills and Behaviours (our Values in Practice)
Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modeling 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 others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future-orientated, thinks strategically

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 

Skills & Experience

• BSc / HND in relevant field 
• Experience using analytical tools for data management is essential to this role
• Minimum of five years’ relevant administrative experience, preferably with an international organization 
• Demonstrate excellent written and oral communication skills
• Must demonstrate a good understanding of contemporary management best practices
• Must have proven experience in facility management 
• Excellent people skills
• Demonstrate a high level of initiative, diplomacy, and tact
• Excellent knowledge of computer software – MS Excel skills will be prioritized
• Must be flexible and be able to work independently and as part of a team.

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.

Safeguarding our Staff:

• The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety:

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