Administrative and Human Resources Assistant - Kano

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.

JOB TITLE: Administration/Human Resources Assistant TEAM/PROGRAMME: Kano Field office LOCATION: Kano GRADE: 5 POST TYPE: National CHILD SAFEGUARDING: Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people and, in the overseas context all posts are considered to be level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people. ROLE PURPOSE: The purpose of the assignment is to provide professional administrative and HR support to Kano field office under the leadership of the HR & Admin Officer. The Admin/HR Assistant will provide administrative/HR support for the effective implementation of activities in Kano. The job holder will also undertake other support duties including, but not limited to cover for front desk, arranging travel and meetings/workshops for Kano office. SCOPE OF ROLE:

Reports to: HR/Admin Officer

Staff directly reporting to this post: Office Assistants/Janitors

KEY AREAS OF ACCOUNTABILITY:

General Administration:

• Co-ordinate and monitor usage of all office equipment & supplies by ensuring that the equipment’s in the office are working well and promptly reporting any malfunctions/repairs needed/changes to be made as they arise, and supplies replenished promptly.
• Maintain general office equipment tracker: regularly evaluate and request for repairs/replacement as and when required.
• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)
• Coordinate team members to ensure that external guests are promptly attended to. Avoid prolonged stay of guest at the reception.
• Receive SCI staff visiting the Kano office and provide workspaces and relevant supplies as maybe required.
• Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g., booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time.
• Disseminate formal communications to staff as directed by Line Manager
• Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed.
• Take minutes of the weekly staff meeting
• as directed by Line Manager. Prepare meeting agendas, track actions and key dates.
• Provide support to the Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested.
• Carry out the filing of relevant materials and documents.
• Supervises Office Assistants and or cleaners to ensure office premises/guest houses and environs are clean and well maintained.
• Ensure required cleaning items and toiletries are always available.
• Ensure the Kano Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc).
• Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.
• Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required.
• Ensure the staff movement board is well maintained and up to date.
• Perform other duties and responsibilities as assigned by Line Manager.

Store Management:

• Assist in managing stationery items and consumable stores effectively and efficiently.
• Receive requisition and provides supplies to concern staff.
• Issue out and support with requested items for training/workshop/meeting based on filled training form.
• Manage the gift register.

Travel Arrangement:

• Support in coordinating requests from programme team members/visiting staff for local flight and hotel booking.
• Liaise with the required hotel facilities to find the best options available and ensure value for money.
• Ensure that consultants, vendors and service providers invoices are promptly processed and paid in a timely manner in accordance with SCI payment terms and terms of reference (travel agencies & Hotels).

Other responsibilities:

The post holder may carry out other duties in addition to, or instead of those outlined above which may reasonably be required from time to time, to assist HR & Admin and Supply Chain department by providing cover when any of the colleagues are on leave or because of increased level of Field Office activities.

Manages the Admin Department’s Petty cash.

• Ensure constant availability of petty cash.
• Zero tolerance for claiming of unapproved petty cash.
• Ensure timely retirement.

Human Resources:

• Support in maintaining personnel filing system in both soft and hard for HR/Admin department
• Assist the HR Officer with conducting recruitment for volunteers across thematic programmes.
• Follow-up with Country Office and Field HR focal persons on recruitment documents
• Responsible for maintaining all recruitment documentation in line with SCI guideline
• Track probation and prepare confirmation letters as required.
• Ensure compliance with all relevant Save the Children policies and procedures with respect to child safeguarding, code of conduct, Global anti-harassment policy, fraud policy, equal opportunities and other relevant policies.

Safeguarding:

Ensure compliance to safeguarding policy and mainstreaming it in day-to-day activities.

Working contacts

Internal: Regular liaison with various teams in the CO and other state offices

External: Contact with visitors, hotels, airlines/travel agents etc

COMPETENCIES AND BEHAVIOURS

Delivering Results (Skilled)

• Delivers timely and appropriate results using available resources.
• Takes responsibility for their work and its impact on others.
• Plans, prioritises and performs tasks well without needing direct supervision.
• Understands the link between their work and the organisation’s objectives.

Innovating and Adapting (Skilled)

• Suggests creative improvements and better ways of working.
• Seeks out and applies successful ideas from others to overcome challenges.
• Shifts tasks, roles and priorities to perform effectively under changing or unclear conditions.
• Applies lessons learned to enhance future ways of working.

Applying Technical & Professional Expertise (Skilled)

• Delivers work that reflects a good knowledge and application of technical and professional standards.
• Keeps up to date with trends in their work area.
• Maintains ethical and professional behaviour in accordance with relevant codes of conducts.

Working Effectively with Others (Skilled)

• Actively listens to new and different perspectives and experiences of those they work with
• Proactively supports team members and trusts their capabilities.
• Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups.
• Clarifies their role and responsibilities within the team to maximise impact.

Communicating With Impact (Skilled)

• Actively listens and seeks to understand before being understood.
• Ensures communications are concise and well-structured.
• Shares appropriate relevant and timely information with others.

• Prepares effectively for meetings.

  SKILLS & EXPERIENCE

Administrative & General Skills

• Level of Education – HND/B.Sc. in social sciences/relevant field of studies.
• Minimum of one-year relevant work experience.
• Must have NYSC discharge certificate/exemption certificate.
• Excellent planning and organisational skills, with proven administrative skills.
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
• Ability to manage time and diary.
• Ability to manage vendors.
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English.
• Understand the local language is a plus.
• Strong teamwork, with the ability to support colleagues and request support as and when required.
• Commitment to Save the Children mission, vision and values.

• Computer literate and knowledge of Word, Excel and Outlook.

  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 is in accordance with 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.