NGO Administrator Job in Nairobi Kenya

Job Title: Administrator
 

Place of Work: Nairobi with occasional travel to the field

Grade: 4

Reports to: Human Resource & Administration Director

Child Safeguarding Level: 3

Line Management Responsibility: 2 Assistant Administrators

Budget Responsibility: GBP 2,000

Job Purpose: The Administrator for Save the Children Somalia/Somaliland Programme is accountable for providing, efficient and proactive administrative support to the Somalia/Somaliland Programme in Nairobi.

Roles and Responsibilities

• To ensure that the Nairobi Assistant Administrators act as a high performing team (through coaching and mentoring) delivering results as required and to promote this through regular 6 monthly performance review .
• To ensure and effectively monitor that all international staff engaged by the Somalia Programme have valid working documents (Business Visas. Special Passes, Work permits, are registered to pay tax and secure a PIN number.
• Ensure that up-to-date information on travel, work permits/special passes, guesthouses occupations is readily available.
• Regularly monitor administrative responsibilities for the administrative assistants and provide adequate support including liaising with Human Resource on the appropriateness of current staffing levels .
• Ensure that all new staff in the Nairobi office receive an induction on Administration systems and procedures.
• Ensure that staff leave records are properly maintained and updated.
• Maintain a handbook incorporating all SC guidelines and policies related to administration
• Develop, implement and regularly evaluate office (including guest houses) policies and procedures, ensuring they are being adhered to and provide suggestions for areas of improvement to improve operational efficiency
• Ensure that all travel arrangements are made for staff and visitors (including interview candidates and consultants) to facilitate their entry in the countries they are visiting;
• Manage guesthouse bookings, housekeeping and maintenance requests.
• Ensure that the office is regularly serviced and maintained in a clean and appropriate manner.
• Liaise with the Kenya Programme to ensure that organizational memberships are regularly updated
• Coordinate with the Kenya Programme and ensure provision of administration services to Somalia Programme team.
• Lead on organizing and identifying appropriate venues for meetings, workshops and accommodation for staff, visitors while ensuring value for money
• To ensure that document retrieval systems for reference and working documents within the Admin office are efficient and easy to access.
• Ensure that all general office equipment are regularly serviced and maintained.
• Maintain regular survey and trend analysis of administration services, costs and recommended suggestions/systems that would improve cost effectiveness and efficiency.
• Regular checking of the office suggestion box and forwarding feedback received to the HR Director.
• Tendering of administration related suppliers (including hotels) to ensure quality, efficiency of services provided.
• Ensure filing systems for all administration functions are maintained and current
• Prepare Administration cost benefit operational reports (Office stationery, guesthouses, hotels etc) to monitor and maintain office supplies inventory
• Maintain a safe and secure working environment
• Maintain a “welcome to Nairobi” document to be sent to visitors prior to arrival and ensure that all visitors receive a security briefing within 24 hours of arrival in Nairobi.
• Ensure that all Nairobi based staff, and where requested Somalia based staff, hold up to date SC ID cards.
• Regularly update the Somalia Programme staff lists, contact lists with Regional Office, Global directory and the NGO Consortium data base.
• Ensure that all visitors to the programme have prior clearance.
• Lead on all negotiations with the Kenya programme related to sharing costs and facilities in the office and facilitate the payment of the Somalia Programme share of utilities, communication services, staff and rent.
• Respond to ad-hoc enquiries from the general public and also to information requests from London and where necessary forward to the appropriate people

Budget Management

• In collaboration with the HR Director, manage the Nairobi office budget with a £2,000 limit.
• Prepare the annual budget, approve all expenditures (within this limit) against this budget and support costs for the Nairobi office
• Monitor the office budget through monthly review meetings and produce a monthly variance analysis report.

Qualifications and Experience:

Essential:

• University Degree or Higher Diploma in Business Administration
• Minimum 3 years administration experience in large international nongovernmental organization or other international relief/development body.
• Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
• Experience in dealing with Immigration and the INGO Board
• Resourcefulness and creativity in developing the role of administration and ensuring the most effective support ;
• High level of maturity, and strong people management skills, with experience in a multicultural and diverse team;
• Strong communication and interpersonal skills
• Complying with and promoting all Save the Children UK Global policies such as Child Safeguarding, Whistle blowing, Fraud, and Health and Safety.

Desirable:

• Basic financial skills, particularly in budgeting;
• Experience in administration support provision within an emergency response or highly complex and dynamic environment

Child Safeguarding Policy:

• Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SC UK must sign the Child Safeguarding - Declaration of Acceptance Form] and comply with the SC UK’s Child Safeguarding Policy which is a statement of SC UK’s commitment to preventing abuse and protecting children with whom it comes into contact.

• This extends not only to children with whom SC and its partners work directly, but also includes children whom staff are responsible for. SC UK believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children's Code of Conduct sets out the standards which all staff members must adhere to.

Applications should be forwarded to: vacancies@scsom.org.

Application Closing Date: Will be Wednesday 04th July 2012. However, the closing date may be earlier than this date due to the urgency in filling the position.