Admin Officer

TITLE: Admin Officer

TEAM/PROGRAMME:
Finance and Support Services
LOCATION: Cairo, Egypt

GRADE : ‎4
CONTRACT LENGTH: ‎6 Months

CHILD SAFEGUARDING:

Level ‎3: the responsibilities of the post may require the post holder to have
limited contact with or access to children or young people .

ROLE PURPOSE:
Provides administrative support to the Senior Admin Officer. Performs a
variety of associated administrative tasks in support of general office
operations and staff. Coordinates and facilitates meetings as appropriate.
Coordinates specified administrative activities across multiple organizational
departments and within LCO national office and sub-offices. The Receptionist
performs a variety of associated administrative tasks in support of general
office operations, including operates the office phone and fax, welcomes
guests and refers them to the respective hosts.
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: Senior Admin. Officer
Staff Reporting to him: No Staff
Budget Responsibilities: NA
Role Dimensions : The role requires a high level of communication with
stakeholders in addition to visitors/walk ins/suppliers/etc …

KEY AREAS OF ACCOUNTABILITY :
Administrative Tasks.:

* Setting-up and maintaining filing systems for records, correspondence and other material related to administration files.
* Responsible for the administrative routines and general filing management in the office, according to the Management Guide, following up on project files and contents on a regular basis.
* Handle training logistics/requests (formal quotations) needs for SCI staff and projects (whole process starting from vetting, selection process, prepare for contracts, booking venues, submitting payments and follow up with Finance for checks issuing or money transfer to suppliers/vendors).
* Handle internal flight bookings/accommodations for big events.
* All Vetting and clearance requests
* Providing Prosave help when needed to different staff members.
* Handle and prepare procurement process for all needs from the administration department.
* Handling and Tracking of all coming foreign visitors and coordinating with relevant parties their accommodations and needs
* Handling Sourcing on Prosave to Lease contracts (offline and online)/search for different hubs and new offices for SCI projects in different areas and governorates.
* Managing (owner) of Procurement process of lease contracts and any other related Admin. contracts
* Preparing new lease contracts hard copies to be signed from both parties.
* Uploading all admin contracts on system (pending/current and future ones)
* Represent the Admin. Unit as a member in different admin. and procurement committees.
* Order all office stationery and supplies and prepare related PRs
* Coordinating with procurements department regarding refreshment orders, training utilities, etc …
* Manage Guest House in all aspects (Rent and utilities payment, contract renewal, cleaning and coordinating accommodation schedule, manage long stay visitors)
* Handle new lease requests for hubs in Cairo and other governorates (manage lease process from receiving PR, Inspection, CBA, vetting till signing the contract and preparing rent payments and managing the contract till its end)
* Prepare apartments for use (furniture, utilities, landline, internet, etc …) and submitting all related PRs
* Handle all new voice and USB requests
* Providing technical support to administration in field offices and project hubs
* Manage office cleanliness and storage areas
* Prepare all monthly payments for rent, water, gas, electricity, gardener, landlines and internet service for Maadi main office, Expats apartments, Store, and Guest House.
* Prepare payments for all maintenance requests according to budget codes and submitting them to Finance
* Authorised person to deal with Vodafone for SCI corporate account
* Review VF bill on a monthly basis and updating it (new employees, closed projects, changed budget codes, change rate plans, business and personal usage)
* Submitting monthly payment for Vodafone Invoice and settlement on time
* Petty Cash custody and handle all petty cash requests.
* Playing backup administration role in field offices in case of absence of admin there
* Any other tasks assigned by Direct Manager
Resources / Documentation:
* Keep hard copy resources in a systematic order;
Register new resources in shared folders and sharing as appropriate with
staff;
*

BEHAVIOURS (Values in Practice )
Accountability:
* holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
* holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
* sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
* widely shares their personal vision for Save the Children, engages and motivates others
* future orientated, thinks strategically and on a global scale.
Collaboration:
* builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
* values diversity, sees it as a source of competitive strength
* approachable, good listener, easy to talk to.
Creativity:
* develops and encourages new and innovative solutions
* willing to take disciplined risks.
Integrity:
* honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS
Essential:
* University degree in Administration or related field.
* Minimum of ‎3 years experience with ‎1 year in the administrative field
* Verbal and written communication and organizational skills.
* Ability to plan and organize and work in a systematic and organized manner.
* Detailed oriented
* Customer service oriented.
* Ability to priorities competing demands.
* Diplomacy tact and negotiating skills.
* Strong team player with high team spirit and positive attitude.
* Flexibility under pressure and in response to changing needs.
* Productive and responsive to instructions and project policies and regulations.
* Initiative, stress tolerance and reliable.
* Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes
* Bilingual English and Arabic Language.

EXPERIENCE AND SKILLS
Desireable:
* Worked in a similar NGO
* Problem solving
* Creative/think out of the box

Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the
role holder may be required to carry out additional duties within
reasonableness of their level of skills and experience.

Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI
Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:
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.

Health and Safety
The role holder is required to carry out the duties in accordance with SCI
Health and Safety policies and procedures.

JD written by: Senior Admin Officer
Date: ‎01/‎02/‎2023

JD agreed by:
Date:

Updated By:
Date:

Evaluated:
Date:

The Organization
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 realise 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 workplace where ambition, creativity, and
integrity are highly valued.

Application Information:
Please apply using a cover letter and up-to-date CV as a single document.
Please also include details of your current remuneration and salary
expectations. A copy of the full role profile can be found at
www.savethechildren.net/jobs We need to keep children safe so our selection
process reflects our commitment to the protection of children from abuse.