This role is responsible for office administration, office IT management, buildings’ maintenance and assets management.

This role provides management, leadership and capacity building. This position is responsible for ensuring sound administration practices and rigorous controls are in place.

Office IT
• An IT issues tracker is in place and used at capital and field level and is distributed to relevant staff on a periodic basis (at a minimum, once per month).
• The performance of IT services across the program is monitored and is meeting the program’s needs
• IT equipment is maintained to a high standard, with regular checks and a preventative maintenance schedule in place for each item that will require it over its recommended life span
• Oversee the installing and configuring of computer hardware operating systems and applications;
• Maintain IT asset register

Asset Management
• A consolidated country asset register is available, approved and filed monthly
• Asset registers for each field office(s) are available and sent to the country office monthly
• Action is taken against reports and warning indicators (damaged, stolen, lost, high running costs, etc.)
• Reports are submitted to relevant locations (field, country and regional office)
• Assets are identified in the Procurement plan
• Assets are correctly depreciated and Finance are informed
• An asset replacement/renewal plan is in place and shared with Grants and Programmes for proposals
• Hibernation and evacuation procedure in the security plan includes asset safe guarding
• Assets are purchased in compliance with donor policy (including waiver applications if needed)
• Clear procedures for purchasing, issuing and maintaining assets around the country is in place
• One country asset register is used (aggregated if necessary) approved by country & regional office
• Assets are issued and approved to individuals
• Disposed assets (sale, donation, scrapping) comply with SCI and donor policy
• Assets are NEVER removed from the register
• Assets are returned by individuals when leaving (HR should have exit handover process)
• Approved SCI Asset Register template is used
• All asset register entries have a unique asset ID code
• All asset register entries have an Agresso financial code
• Asset register entries have completed description and specification details
• Asset register entries have complete and correct purchasing & financial details (verified in Agresso)
• Asset register entries for carried over, donated, disposed assets are correctly filled
• Every asset has an Asset Identification card correctly completed and approved
• Accident and repair forms are used and filed with asset ID cards
• Asset transfer forms are used and filled with asset ID cards
• Warranties, manuals, certificates, etc. are kept with asset ID cards
• Labelled organised folder with all correct documentation is available and secured
• Approved SCI GPE (inventory) register template is used
• Short term issue of assets to individuals are recorded in a Register by the Asset/Inventory person
• Assets have a physical tamper proof tag with same ID as Asset Register and Asset ID card
• Capital and non-capital (fixed) assets and general programming equipment (GPE) correctly identified
• Last physical check of assets is shown, status correctly updated and was done less than one year ago
• Damaged assets are repaired in an appropriate timeframe (or as per warranty)
• In relation to the context, majority of assets are in good operational/working condition
• Training/instruction was given to staff when receiving assets
• Assets are stored/used in a safe and secure way (e.g. UPS, protective case)
• Disposed assets are off-site and environmentally, ethically, morally disposed of
• Disposed assets have been unregistered (vehicles), wiped clean (hard drives), de-branded
• Assets are issued correctly and in a short time frame from the date of reception
• GPE register shows accurate inventory list and quantity per building/room
• Inventory in the GPE registry include the purchasing price
• In relation to the context, majority of GPE items are in good operational/working condition

Administration Management
• A buildings issues tracker is in place and used and is distributed to relevant staff on a periodic basis (at a minimum, once per month).
• The performance of admin services across the program is monitored and is meeting the program’s needs
• All building Services are tracked (Electricity, Water, Gas, Fuel, Internet) payments are completed on time. Sourcing is completed before contracts expire.
• Keep Room Booking Tracker

Office Reception
• Provide support for Office Receptionist
• Ensure Reception Area is maintained and represents Save the Children’s imagine to visitors.

• Bachelor of Business Administration or a related discipline
Essential
• Extensive prior experience in the NGO sector, within complex/large scale country programmes and in humanitarian environments
• Proven experience in all technical areas of logistics operations especially in procurement, and preferably in transport/distribution, warehousing and stock management, fleet management, asset management, communications, and security
• Ability to synthesise and analyse information, and make clear, informed decisions
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
• Strong administration skills, a proven ability to use existing & develop filing systems and databases to ensure an auditable trail
• Highly developed interpersonal and communication skills including influencing and negotiation and an ability to work with remotely located stakeholders
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Proven ability to work across different organisational departments in order to achieve the objectives
Desirable
• Field level experience in procurement and logistics for NGOs in international development and emergency programmes
• Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
• Working knowledge of English

CHILD SAFEGUARDING:

The employee must adhere to the child protection policy that supports the SCI child safety objective. In addition, he / she will have to know the local procedure for complaints, the protocol of the safeguarding of the child and the Code of Conduct of SCI indicating rules of behavior of every day as much in the personal life that professional.

Level 3: The role will not have contact with children or young people or access to sensitive data.

CV, letter of interest, copies of diplomas and certificates

Only applications sent to the both emails will be considered.

Additional job responsibilities
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience
Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures