SMT and Administration Officer At Save the Children

ROLE PURPOSE:
* The role holder is responsible for providing support to the Senior Management team and will Coordinate, manage and execute a clear set of tasks for and on behalf of the SMT.
* Manage the administrative function under the HR department. This includes supporting the department in the day-to-day activities, including supporting the Admin team in day to day activities of the admin department in the Country Office, which provides for general administration, office maintenance, visa/travel, asset/inventory management, etc.

SCOPE OF ROLE:

Reports to: HR & Admin Director
Staff reporting to this post: Cleaners

Direct: Cleaners
Budget Responsibilities: None
Role Dimensions: (e.g. complexity, relationships, communication with stakeholders)

Save the Children supports programs in most parts of the country – spread across seven governorates – Basra, Diyala, Dohuk, Erbil, Kirkuk, Salah al-Din, and Ninawa, liaison/advocacy office in Baghdad, and the country office in Erbil with a current staff complement of approximately 200 staff. The job holder has frequent contact with all other Save the Children staff because of the nature of Administration work and given his/her specific focus on supporting the SMT and administration.

Externally, network with Real Estate agents, hotels, travel companies, volunteers, interns, External consultants, HR training providers, and other NGOs.

KEY AREAS OF ACCOUNTABILITY :

Support to the Senior Management Team:
* Regularly update and circulate SMT and functional area organograms for the Country Office on a quarterly basis
* Develop, maintain, update, and circulate travel and leave trackers for the SMT
* Maintain a confidential and easily accessed OneDrive repository for SMT minutes, Quarterly Reports, visit reports, SMT Objectives, and other outputs/documentation
* Coordinate, compile, and submit quarterly reports for the CO
* Compile, collect, update, and disseminate SMT management data on a monthly basis
* Lead all organizational aspects of events in Erbil, including SMT meetings, workshops, learning, and other events (SMT retreats, etc.)
* Lead on arranging all aspects of high-level visits from regional member offices; ensure that visit schedules is communicated on time to the SMT members and seek inputs for developing visit agenda, including setup of individual meetings of the SMT members with the visitors.
* Lead of arranging SMT meetings are “business ready” from the respective start time (all audio-visual equipment is fully functioning)
* Support Crisis Management Team (CMT) as directed
* Ensure designation arrangements of CD Officer In Charge (OIC) when the CD is outside of CO to communicate OIC and period of tenure and share these with the SMT.

Visas and External Liaison for admin-related work:
* Provide efficient support to international staff and visitors on visa/work permit processes, preparing invitation letters, and working with a local lawyer for longer-term permits.
* Support on external liaison, i.e., communication with the Government and other entities on administrative matters of SCI.
* Ensuring all the documentation during external liaison are kept safe and confidential and updating the Admin head and the relevant department/management on the progress of pertinent admin work related to Govt. or any line department (Ministries, etc.).
* Prepare visa-supporting documentation and coordinate with the DNGO and Baghdad for completion.

Travel and Accommodation:
* Coordination and follow-up of all incoming staff logistical needs (shipping relocation, etc.)
* Assure that all guesthouse utilities and facilities are working properly, in addition, support staff in any related matters to their accommodation when needed and when possible.
* Assist in making clear and systemic follow-up of payment settlements (related to Electricity, Water, and Telecommunication), of guesthouses and related staff houses.
* Do the necessary staff daily pickups in coordination with Admin coordinators.
* Follow up on the maintenance of SCI staff accommodations and guesthouses.
* Make accommodation arrangements for Expats and national staff
* Arrange domestic flights for visitors and national and internal staff to and from Baghdad.

Office:
* Assist in payments settlements of office inclusive of (telephone, Electricity, Water Bills, etc.).
* Maintain general administrative records/documents – paper and electronic – according to SCI Iraq systems and procedures.

General Administration :
* Maintaining issuing & recording of Kitchen stuff & consumable supplies.
* Support in arranging purchasing requests, purchase orders good general receipts of consumable supplies and kitchen stuff.
* Support in following up on general office maintenance.
Oversee office management, cleanliness, orderliness, furniture and equipment maintenance, etc. for the office and Warehouse/archive store.
* Manage incoming and outgoing mail, including documents and goods delivered by courier service; keep complete records of same, including reference / tracking numbers.
* Supervise repair/maintenance works in the in Country Office, residences and Archiving store.
* Order consumables for CO.
* Coordinate meeting, workshop & training arrangements, including venue reservation.
* Manage the office cleaners and ensure that their performance and day to day supervision of the team.
* Train suppliers on safeguarding.

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
A university degree in humanities.

EXPERIENCE AND SKILLS
* At least three years’ experience in administration management in an NGO, company, or government entity
* Ability to focus on multiple responsibilities/roles and to multi-task – often on short timelines / tight deadlines
* Excellent interpersonal skills
* Strong organizational skills
* Excellent verbal and written communication skills in English (required) and Arabic
* Computer literate (including working knowledge of Microsoft Office) and ability to do internet-based research
* Excellent attention to detail, organizational skills, and discretion with confidential information
* Ability to work independently and proactively
* Proven ability to handle the challenging work load

The Organisation
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.

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.

Save the Children does not charge a fee at any stage of the recruitment process.