Administration Coordinator

ROLE PURPOSE:

Supervise the administration team in CO and provide support to program activities at the different field offices. S/he will be responsible for ensuring timely support is provided to CO staff for travel/movement as well as maintenance of office space and facilities management.

The Administrative Coordinator is expected to coordinate resources and staff in most efficient and cost-effective way to meet the expectations of department heads and senior management team. And provide healthy and convenient working environment to all.

SCI is a ‘dual mandate’ organisation and as such equal priority will be given to both humanitarian and development work. SCI strives to ensure the fundamental rights of children, such as survival, safety, constant access to protection and education can be guaranteed. As part of a commitment to working with children through humanitarian interventions SCI support program in both sudden onset and chronic emergency situations.

At times, given the context of Ukraine, the person will be expected to work outside the normal role profile to reflect the elevated inputs required in responding to an emergency and be able to adopt varying working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Supervise the administration team, inventory management of office supplies and Stationary, facility management, and travel support.
• Collaborate with Supply Chain in ensuring lease contracts for office/staff houses are processed timely and advise senior management on lease renewals and new contracts
• Ensure facilities are compliant with Health and Safety regulations in coordination with Safety and Security department
• Ensure adequate insurance cover and keep up to date with suitability and types of cover available
• Oversee the annual preparation of the renewal of licenses and permits.
• Provide administrative support such as travel to staff, guests, visitors, as needed
• Ensures different administrative reports/trackers are updated
• Ensures administration team provides support on staff traveling on cross border staff movement
• Collaborates closely with Finance team for monthly cash forecast needed for administrative support
• Provides technical support to different administration teams in different area offices

General:

• Comply with Save the Children policies and practice with respect to child safeguarding, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

COMPETENCIES FOR THIS ROLE:

1. 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

2. 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

3. Working Effectively with Others

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

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

   Level required: Accomplished

4. Communicating with Impact

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

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

   Level required: Accomplished

QUALIFICATIONS AND EXPERIENCE

Essential

• 4 years of progressive work experience
• Education – Bachelor`s Degree/Masters preferred.
• Prior NGO experience at Senior Officer, Manager or Coordinator level within a complex country program in emergency response/humanitarian environments
• Experience of working in remote field bases with limited infrastructure
• Proven experience in administration role
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Proficient in MS Office
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• A team player with leadership skills
• Proven operational HR track-record – experience of providing a senior generalist HR service to managers across a full range of HR issues
• Excellent skills in handling and advising on complex people management issues
• Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams
• Self-motivated and with positive attitude.
• Conscientious, collegial and service oriented.
• Flexible, innovative and effective in working collaboratively as part of a multicultural team.

Desirable

• Self-motivated and with positive attitude;
• Conscientious, collegial and service oriented;
• Flexible, innovative and effective in working collaboratively as part of a multicultural team.