Logistics and Administration Officer

 About us

For over 90 years, Save the Children has been making a difference in children's lives in more than 120 countries. We are the world's largest independent child rights organisation, underpinned by a vision in a world in which every child attains the right to survival, protection, development and participation. Our mission to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.

Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organisation dedicated to our core values of Accountability, Ambition, Collaboration. Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behaviour towards children both in their private and professional lives.

The East African Regional Office is responsible for 7 countries in East Africa, including Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan and Ethiopia, with a current staff complement of approximately 3500 staff, and current expenditure of approximately $200 million each year.

Save the Children East Africa Regional Office (EARO) is looking to recruit for the following positions.

To apply for this positions follow the URL: http://www.myjobsinkenya.com/savethechildren.

                     

Application closes 31^st July 2014 at 5:00pm.

We work with children, communities and governments all over the world and we believe in the right person for the job regardless of where you come from and how you identify yourself. We need to keep children safe so our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts. All successful applicants will therefore be required to complete a Police Check and must sign onto our Child Safeguarding Policy and organizational Code of Conduct.

JOB TITLE: Logistics  and  Administration Officer
TEAM/PROGRAMME: Regional Capacity Building Team	LOCATION:  East Africa Regional Office - Nairobi
GRADE: 4	POST TYPE: National
CHILD SAFEGUARDING: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
ROLE PURPOSE: As part of the regional capacity building team you will be responsible for providing Logistics support (bookings, equipment upkeep), finance (budgeting) and administration support to the capacity building team. This position is also responsible for doing procurement related to the regional trainings, Logistics (upkeep of equipment), and administration for the regional Capacity Building Team.  This position will support the Capacity building manager to roll out capacity building plans for the year including supporting the Humanitarian Leadership Academy.
SCOPE OF ROLE: Reports to: People Development Manager Regional Dimensions: Save the Children regional capacity building office with a focus to targeting SCI  (Save the Children International) staff as well as external participants for training. Staff directly reporting to this post: None
KEY AREAS OF ACCOUNTABILITY: Logistics Identification of suitable venues for training events including price analysis. Confirmation will be through guidance from line manager Procurement of all training material as well as services required for the training events mainly EFC(Emergency foundation Course) and AFT (Advance Field Training) Logistics support during the actual training events Storage and upkeep (maintenance) of materials purchased during the training Petty cash management Administration To develop and manage appropriate administrative systems to ensure the Programme is maintained and runs smoothly Manage the administration of the recruitment and selection of Trainees Help liaise with country programmes in order to identify placements and coaches for the Trainees in association with the People Development Manager Manage the logistics and administration of successful training interventions To ensure accurate records of trainees, coaches, trainings undertaken, etc are kept in an orderly system to ease data collection and dissemination Ensure an appropriate diary/calendar of events is maintained of training events, and relevant meetings in the region, and is shared widely. To provide administrative back-up to the People Development Manager including organising meetings and events, maintaining sickness, travel and leave records, assisting with mail-outs, asset management, correspondence and support the contracting of consultants and service providers where necessary Travel and accommodation bookings for trainees, participants and facilitators coming to trainings Develop adverts for training events and manage the dissemination of the same Finance Keeping records of financial transactions Keeping approved documentation (receipts, bank transactions, vouchers) on file Recording transactions according to SCI guidelines Managing petty cash Liaising with the SCI regional finance team on payments and budgets Producing and sending out invoices for each training With support from the regional finance team following up on payments for training and updating the budget sheet Providing a monthly budget analysis highlighting percentage spend against budget
SKILLS AND BEHAVIOURS (our Values in Practice) Accountability: ·         holds self-accountable for making decisions, managing resources efficiently, and 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, 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
QUALIFICATIONS AND EXPERIENCE Substantial experience of operating and setting up administrative systems Strong logistics skills, including procurement & asset management Project management skills Strong numeracy skills, experience of working to tight budgets, tracking budget commitments and good cost awareness, demonstrated by ability to suggest areas for cost savings. Ability to summarise information quickly and accurately, draft responses to queries or correspondence requiring little or no editing, and use appropriate styles. Ability to organise own work efficiently, prioritise tasks, and deliver tasks to tight and often changing deadlines Experience of organising administrative aspects of events with limited support. Excellent all-round communication skills – verbal, written and distance communication – at a standard appropriate for presenting information at a senior and inter-agency level Ability to work well in a team and independently Proven ability to handle challenging workload. A high level of computer literacy (word, excel) A diploma or similar in general administration or equivalent A commitment to Save the Children Code of Conduct and SCI Child Safeguarding policies. Desirable Knowledge of media applications (Serif page plus)