LOCATION: Port Sudan temporarily with possible travels to support field offices.
GRADE: 4
CONTRACT LENGTH: One-year renewable
REPORTS TO: Human Resources & Support Services Director
CHILD SAFEGUARDING:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g., once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
Project Management team: The project coordination will be ensured by a dedicated Programme Management Unit (PMU) from Save the Children, based in Khartoum. The PMU will oversee project implementation and reporting, providing sound management and coordinating support to all involved partners. This unit will be comprised of a Chief of Party, a Project Manager, a Project Officer, Programme MEAL Manager, a Finance and Awards Manager, a Finance Assistant, an Admin officer and Admin Assistant, a Supply Chain Officer, and an Awards and Partnership Coordinator. The Programme Management Unit also manages certain programme and financial risks, and so also reviews and verifies financial and logistical reports, organises due diligence, spot checks, and coordinates audits as required. The Programme team will work closely with the Project Advisory Committee, and the programme advisory board. In addition, several field-level Technical Working Groups (TWG) categorised by sector will be created to strive toward high-quality technical cohesion and understanding among the programme partners. They are comprised of technical leads from each of the programme partners’ field teams and are usually chaired by the NGO with the most significant capacity in a particular sector, or by the Programme Coordination Manager as a last resort. Each TWG will meet monthly. Furthermore, the TWG will manage the programme risks related to the project.
The Admin Officer will prioritize the implementation of admin related activities/policies regarding the EU for inclusive Education project. He/she will be fully responsible for arranging the administrative tasks related to the Project advisory/steering committee. The Admin Officer will also provide support to the Sn. Administration Manager across the full range of administration processes within the candidate and employee lifecycle. Shares in the overall responsibility for the direction and coordination of the Country Office. The Admin Officer in his/her capacity is responsible for the provision of effective administration services - all in both emergency and development settings.
KEY AREAS OF ACCOUNTABILITY:
Facilities Tasks:
- Contracted Services: Responsible of Contracted Service tracking, expiry dates and due dates
- Supplies: Initiate& finalize purchase requests and monitor use of the office supplies stock; beverage and hospitality supplies stock etc.
- Staff booking flights Payments: Responsible to process payments to the contracted service providers and payments for all Admin initiated works except payments related to visas.
- Follow up DHL and mange contract.
- Cash Advance: Initiate, process, receive, handle, and clear cash advance for Admin use immigration and non-immigration affairs matters.
- Admin Records/Record Retention: The Admin officer will be a focal point and will be fully responsible to keep, a user-friendly manner, the admin filing system and Archive files and documents (record retention) for the EU project and will support the Finance department for record retention during an Audit.
- Arrangements of Events: Responsible of arrangements of events, workshops, meetings, and training conducts by SCS in the Office as well as preparing for the one conduct outside the office.
Visitors management
- Plan and schedule external visits
- Manage visitors’ travel and accommodation.
- Staff administration
- Organise staff accommodation
Facilities management
- Manage leases (office, accommodation, hotels etc)
- Maintain and repair facilities.
- Arrange utilities.
- Equip, resource, maintain and repair offices and guest houses (non-IT)
- Maintain inventory of non-asset equipment
- Obtain employee travel booking.
Flight bookings
- (WFP and Commercial) to all Sudan staff and visitors through the online system and manually – managing flight booking contracts (Monthly reports)
- Prepare PRs and follow monthly payments to flight agencies and companies.
Hotel bookings
- Manage hotel booking contracts in Khartoum/Port Sudan (National and international staff) –managing hotel and accommodation contracts for both national and international. (monthly reports)
- Work closely with procurement on securing appropriate hotels and staff accommodation according to SCI standards and supply chain and administration.
Admin Stock handling
- To manage all Admin stock from point of Checking & Receiving, Storing & issuing whilst documenting and reporting all.
- To carry the required periodic Stock Count, document and report it.
- To ensure, the above is performed on manual warehouse controlling & reporting templates (excel)
- In the later even
OtherOther duties/ tasks of relevance as assigned by EUD project manager and the administration direct supervisor
COMPETENCIES FOR THIS ROLE:
- 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
- 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
- Working Effectively with Others
Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives.
Knows when to lead, when to follow, and how to ensure effective cross-boundary working.
Level required: Accomplished
- Communicating with Impact
Communicates clearly and confidently with others to engage and influence; promotes dialogue
d ensures timely and appropriate messages, building confidence and trust.
Level required: Accomplished
QUALIFICATIONS AND EXPERIENCE
sential
- Previous experience of working in as administrative and liaison role.
- First-rate organisational skills with a strong eye for detail and the ability to prioritise effectively whilst working to tight deadlines.
- Experience of working in remote field bases with limited infrastructure
- Good attention to detail
- Strong customer orientation and ability to work collaboratively with HR colleagues Excellent interpersonal and communication skills
- Excellent skills on Microsoft Excel/Word.
- Experience in managing HR records i.e. for both paper and electronic systems
- Good verbal/written communication skills, a clear understanding and awareness of HR processes including the importance of confidentiality.
- Understanding staff care for humanitarian staff, in particular approaches to welfare, stress, R&R and debriefing
- Good facilitation skills and ability to deliver induction briefing/training
- Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams
- Experience of a range of assessment techniques (including assessment centres)
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.