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Peterborough

    Administration Officer - Peterborough, United Kingdom - Save the Children

    Save the Children
    Save the Children Peterborough, United Kingdom

    Found in: Talent UK C2 - 2 days ago

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    Description

    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 Payment s: 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

    • Other Other 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.

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