Summary
Date Posted: Monday, July 31 2023, Base Salary: Not Disclosed

JOB DETAILS:
Overview
• Are you passionate about quality, impactful, evidence-based, scalable programs for children? Do you want to use your expertise to bring about lasting change for children and be a part of an inspiring, dynamic global movement?
• The Administration officer will provide HR, Administrative, and logistical support to the Regional Office and the different Field Offices, coordination with Country Office, partners, District Local Governments and suppliers/Service providers.
• Line Manages Office Assistant, and as a higher-level administrative professional, He/she perform a wide variety of tasks in his/her daily work. This usually includes being the HR focal point in the region, will support the recruitment and management of volunteers for the region in addition to other roles.
• Sounds interesting? Read more below

Key Areas Of Accountability:
Office Administration:
• Take overall responsibility for the day to day running of the administration section and logistical support where necessary at the region office.
• Ensure that communication systems – mail, telephone areoperational and functioning efficiently.
• Offer secretarial support to functions, in coordination with other staff, as required.
• Review, design and implement/coordinate administrative systems that best fit the delivery of programme activities.
• Ensure that current strategic focus on administration/office procedures/systems, facilities /Security and fleetare disseminated and well understood and adhered to by the field staff.
• Maintain close working relationship with field staff and support sections of the organization for coordination and efficient service delivery.
• Ensure that all staff and visitors in the field offices are well briefed of the administrative procedures and systems in place.
• Ensure that staff and visitors travel and accommodation is well managed and coordinated efficiently and also that procedures are adhered to.
• Manage office documents and keys in a safe and confidential manner, ensure that the office generator is functional at all times
• Sort and distribute incoming mails
• Support staff photocopies, scans, and file appropriate documents
• Assists with organizing events when necessary
• Take minutes at the Office location and other meetings, type up, distribute and make corrections as required.

Logistical support:
In collaboration with the Field supply chain coordinator, manage the store and Assets in line with Country Office supply chain procedures;
• Receive goods into store/ warehouse &issue goods receive notes
• Ensure safety and cleanliness of all items in the store
• Management of warehousing and assets processes and record keeping/ documentation (stock cards, bin cards, inventory cards, loss reports, way bills)
• Conduct periodic stock takes and assets verification in line the policy
• Support the process of distributing items (coordinate internal and external deliveries in and out of store)
• Write end of month stores status report
• Ability to adhere to the SCI Child Protection Code of Conduct, Security Guidelines
• Ensure office cleanliness of office and over sight role on office safety during the day
• Oversee the office equipment maintenance such as generators, printers and laptops and utilities and report to the supervisor for appropriate action.
• Oversee the negotiations for corporate agreements on booking venues for SCI meetings, workshops, seminars, conferences office parties, etc and ensuring cost effectiveness of the same.
• With the support of the field supply chain coordinator, ensure that the Office has an up-to-date database of all the relevant service providers of venues for events and other administrative services.
• Ensure that accommodation invoices, office utilities-water, electricity bills are processed and paid in time.
• Sign for delivered packages and distributes them to the appropriate recipient.
• Maintains stock of supplies by anticipating work requirements, ordering supplies, and distributing supplies where necessary.
• Supervise casuals in the warehouse stores as assigned by the line manager or supply chain.
• Receive stock in to the stores, issue stock as delegated by the supervisor or supply chain.
• Ability to adhere to the SCI Child Safeguarding Policy, Security guidelines, Chronic Illness policy and ethical principles.

Recruitment:
Act as a Human Resource Focal Person in the region/district in order to strengthen the HR function, its visibility and higher standards in the professional management of Human Resources in SCI
• Participate and manage the interview process and recruitment of volunteers in the regions.
• Support with placement and follow up on new field hires to ensure they are well and effectively settling in.
• Provide feedback to the unsuccessful candidates after the interview process is complete.
• Support the planning and onboarding process for all new hires, ensuring timely completion of onboarding documentation.
• Support the process of tracking performance reviews, for the regional offices by ensuring compliance.
• Support visits to the field teams as may be required
• Work as a team member supporting the effective functioning of the HR Team as and when required.

Records Maintenance: Volunteer Management system:
• Manage the recruitment process of community-based volunteers.
• Updating and reconciling the CBV database Information on the New CBV system and personnel files
• Reconcile the regional excel templates and the systems to check for duplicates and missing names
• Compiling CBV information on files
• Drafting CBV volunteer contracts and extensions

Supervisory Responsibility
• Effective supervision of the Office Assistants/ Casual staff at the Regional location.
• Conduct reviews and discuss with the Office Assistants to obtain direct feedback on the administrative aspects and issues of the programme.

To be successful for this role you will bring/have the following:
• At least a first class or 2nd Upper Bachelor’s Degree in Business Administration, Office Management, Human Resources, and or Organisational Psychology is required.
• At least 2 Years relevant working experience in a busy HR and Administration environment.
• Demonstrated understanding and proficiency in the field of Human Resource Management and Administration and ability to work under minimum supervision.
• Good understanding of national legal requirements relating to HR, including labor laws and administrative law.
• Good understanding of employment related statutory requirements, organizational policies, systems and procedures formulation and management.
• Good Interview, negotiation, listening and counselling skills.
• Strong experience within recruitment, operating at different levels of the business, and familiarity with competency models.
• Experience and capability with regards to direct sourcing approaches.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• A sensitive approach to advising and mentoring staff and to dealing with critical issues.
• Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Creative and visionary
• Ability to intervene with crisis management or troubleshooting as necessary.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Computer literacy and excellent documentation skills are a must.
• Excellent time management and planning capacity
• Very high level of integrity is required for the role.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
Application Information:
• Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at  
• Interested and qualified? Click here to apply

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