***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position will be filled before the vacancy announcement is closed; therefore, early applications are encouraged.***
***This role will be contingent upon securing available funds.***
The Opportunity – Admin Officer
Post location: Gaza Field Office
Contract Duration and Level of Effort: 1 year with the possibility of extension based on availability of funding.
ROLE PURPOSE:
The role holder will provide Administrative support to the Gaza FO, most importantly on facilities/premises management and visitors support and tracking while maintaining the full range of Admin matters.
They will also be responsible for continuously improving the and Administrative systems and procedures adhering to safety, security, health and hygiene procedures in partnership with relevant colleagues.
The role holder will be expected to work outside the normal job description and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: HR&Admin Manager
Staff directly reporting to this post: Admin Assistant
KEY AREAS OF ACCOUNTABILITY:
- Ensure a safe; secure and professional workplace.
- Monitoring of administrative expenditure factored in the administration budget to ensure cost effectiveness and prepare monthly reports for the same where needed.
- Ensure that all new staff receive an induction on Administration systems and procedures.
- Track and coordinate the renewal of the leases of SCI facilities and premises including the guest houses.
- Ensure that everyone is aware of and adheres to the guesthouse guidelines in place.
- Facilitate visitors’ accommodation and transportation processes in Gaza while coordinating with relevant colleagues.
- Ensure to have a visitor tracker and the entry and exit dates are properly tracked and well documented.
- Support the receptionist to develop and ensure implementation of a comprehensive administrative filing system including trackers, archival and storage inventories, in accordance with the policies and procedures of the organization.
- Ensure admin related procurement processes are handled in line with the SCI policies and/or related purchase requests are completed in a timely manner.
- Being responsible for the third parties on admin matters such as phone lines, building management, insurance companies with a support from HRAM
- Ensure the proper functioning and repair/maintenance of utilities, facilities and office equipment.
- Ensure proper processing of Travel Authorization Forms (TARs) and related approvals related to Gaza FO.
- Ensure regular payments (transportation, accommodation services, office rental, building management fees, utilities etc.) of Gaza FO are executed timely and accurately.
- Support S&S department with their assessments concerning Administration and facilitate any procedures needed to ensure the safety and security protocols are followed.
- Ensure keys of premises are well maintained and there is proper tracking systems in place
- Ensure proper administration of SCI Gaza FO meeting rooms and support with facilitation of specific in/out-office events.
- Ensure needs of consumables (kitchen materials, refreshments, cleaning items etc.) and stationary are well-tracked and met in a timely manner and existing stocks are utilized effectively.
- Ensure cleanliness of SCI premises including guesthouses, offices and any other facilities.
- Support Admin Assistant in managing and coordinating with Cleaners and other admin staff to ensure smooth administrative operations.
- Oversee the maintenance and reconciliation of cash flow in petty cash.
- Responsible for record keeping of all documents related to payments.
- Prepare payments for office, Guest Houses & staff housing utilities and other
- Ensure payment of utilities, phone and services charges of Ramallah office, Guest Houses and any other leased apartments.
- Responsible of managing all the admin related payments in timely manner with high efficiency following the SCI Financial, Procurement and Compliance Procedures in close coordination with all concerned departments.
Other
- Other projects as defined by the HRM.
- Be prepared to vary day to day activities and work pattern/hours in humanitarian response situations.
- Position holder may be required to outside of normal duties and working hours during emergency responses.
In order to be successful, you will bring/have:
EXPERIENCE AND SKILLS
Essential:
- Diploma / Bachelor’s degree in Human Resource Management and or Business Administration or any other relevant degrees.
- Minimum 3+ years of experience in Administrative roles.
- Strong communication (written and spoken), and interpersonal skills in English and Arabic, with experience in working with multicultural teamsacross diverse cultures and geographical distances.
- Demonstrated excellent skills in planning, coordination, and reporting skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities;
- Proven operational Admin experience of providing a generalist Admin service to staff and colleagues across a full range of Admin issues
- Excellent attention to detail and accuracy.
- Good Computer skills working with MS Office Packages especially Word, Excel and Powerpoint
- Strong interpersonal and communication skills.
- Ability to work with limited supervision and strong ability to take initiative.
- Good facilitation skills and ability to deliver induction briefing/training
- Able to work to tight deadlines and under pressure.
- Strong understanding and experience of the Administrative needs and procedures.
Desirable:
- Admin related experience in emergency response and/or eexperience in working with INGOs will be an asset
We offer a competitive package in the context of the sector. This role is offered on the basis of national terms and conditions. Application will be reviewed and selected on a rolling basis.
Save the Children promotes a diverse and inclusive work environment, women and people with different abilities are strongly encouraged to apply.
The Organisation
Save the Children works in development and humanitarian contexts with children and partners to help families, communities, and governments identify and use innovations to ensure all children survive, learn and are protected.
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.
How to apply
Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at https://hcri.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/6150/?utm_medium=jobshare
If you’re unable to apply through the website, please submit your full application through email opt.hr@savethechildren.org , reflecting the position name you’re applying to.
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
All employees are expected to carry out their duties in accordance with our global anti-harassment policy.
