The Opportunity – Administrative Coordinator (For Nationals based in the Westbank)
Post location: Country Office (CO) located in Ramallah.
Contract Duration and Level of Effort: 12 months with possible extension.
***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position might be filled before the vacancy announcement is closed; therefore, early applications are encouraged.***
***This role will be contingent upon securing available funds, and we might use this vacancy to fill more than one post.***
ROLE PURPOSE:
The Administrative Coordinator is responsible for maintaining SCI facilities in the Westbank, coordinating travel and accommodation of visitors for the whole country office including Gaza and other administrative related tasks.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: CO HR & Admin Manager
Staff reporting to this post: Receptionist/ Admin Assistant
Role Dimensions: oPt CO is a high complexity country, multi-member interest, with an annual budget of around $35+m, and approximately 120+ staff. Currently the program is experiencing a growth in funding and complexity due to the war in Gaza.
KEY AREAS OF ACCOUNTABILITY:
Key Area 1: Office and Facilities Management
- Ensures full compliance with SC rules, regulations, policies and strategies relative to the use and management of SC facilities.
- Manage leases and ensure validity of agreements (office, accommodation, GH, Int staff houses etc)
- Ensure validity and availability of framework agreements for office supplies and stationeries.
- Ensure all SCI premises are insured
- Ensures the cleanliness, orderliness and maintenance of SC facilities to include offices, warehouse, hotels/staff house and SC rented properties
- Monitors, schedules and manages repairs, maintenance and renovation of the SC facilities to include but not limited to general cleaning, checking and replacing of electrical and plumbing fixtures, fumigation and pest control etc.
- Participate in the tender committee for Admin related FWAs as needed
- Coordinates with Supply Chain Assistant for Procurement, relative to securing the services of contractors and third-party suppliers providing services such as cleaning and maintenance, repairs and renovations.
- Serves as the point of contact with security providers in ensuring that security of SC facilities is highly maintained.
- Ensures office and pantry supplies, common medicine and first aid kit in the stockroom and forms are regularly replenished
- Accepts and keeps a record of request and issuance of office supplies
- Manages the scheduling and booking of conference rooms. Suggest alternative areas for meetings if and when conference rooms are booked.
- Responsible of collecting invoices and preparing payments related to office and guesthouse utilities, supplies, stationery, telephone and fax in timely manner with high efficiency following the SCI Financial, Procurement and Compliance Procedures in close coordination with all concerned departments. Keep updated record of amounts used from the related framework agreements and submit updated tracking sheet on monthly basis.
- Keeps a log for office equipment (e.g. photocopier, fax machine audio visual equipment, air-conditioning units and kitchen appliances etc.) records maintenance, enhancements or repairs done.
Key Area 2: Travel and VISA processing
- Takes primary responsibility in ensuring full compliance of travel related activities with reference to SC rules, regulations, policies and guidelines.
- Leads and guides staff in the processing of visas as required. Provide information relative to securing visas for travel as well as for stay in Palestine including Gaza and Westbank for international staff. Coordinates with both local and foreign government agencies/embassies for visas, stay permits, licenses and other travel requirements.
- Requests and coordinates with Diversity Travel for staff’s international travel requirements and with accredited travel agency for domestic travel, giving the traveler options with an eye towards both cost effectiveness of options as well as safety and convenience of traveler. Checks for completeness and accuracy, approved TAR prior to making travel arrangements.
- Ensures that refunds and charges made due to re-bookings are correctly reported and reflected in billing statements for payment by Finance.
- Maintains records of visa expiry and facilitates timely extension applications
- Maintain well documented trackers for Deployed staff, along with movement and rotation trackers for the CO and Gaza.
Key Area 3: Accommodation Management/Booking
- Facilitate international and local travel arrangements including guest houses/hotel, flights and other admin support as required
- Provide admin support to program related activities
- Together with Security Focal Person and Supply Chain Assistants/Officers, may conduct ocular and security check in hotels and venues to be utilized by SCI staff and visitors
Key Area 4: Staff Management and Development
- Ensure the recruitment, training, management, promotion, and supervision of staff as appropriate.
- Performance management of direct reports ensuring objectives setting and development plans are developed as needed.
- Assist in the training, coaching and development of admin skills in staff, particularly line Managers.
Key Area 5: Other Responsibilities
- Conducts an on-boarding orientation for newly hired on admin matters and processes.
- Performs other official duties as assigned by the supervisor and by the senior managers of the organization.
- Maintain confidentiality of all sensitive HR information at all times.
In order to be successful, you will bring/have:
QUALIFICATIONS
- Diploma, BA in Business Administration, Human resources or any related field.
- Certificate course in HR is preferable.
EXPERIENCE AND SKILLS
Essential
- 4+ years of relevant working experience in the same field.
- Good understanding of HR administration-related issues, basic on general HR management, knowledge on office management and filing
- Maintaining confidentiality, documentation & filing skills
- Excellent interpersonal communication skills, very accurate in drafting letters and emails
- Very good in database information management, MS Office and email
- Excellent time management skills
- High level of self-initiative and can work independently;
- Commitment to Save the Children values
- Ability to work as part of a team and work under pressure
- To be non-discriminatory and gender-sensitive
- Good in both English & Arabic, written and spoken
We offer a competitive package in the context of the sector**. This role is offered on the basis of** national terms and conditions.
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 Administration Coordinator.
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.