Administration Assistant Job at Save the Children

Save the Children is the leading independent organization for children in need, with programs in over 120 countries. We save children’s lives. We fight for their rights. We help them fulfil their potential. Save the Children is working in Nigeria because one in five children in Nigeria dies before their fifth birthday. About 40% of children miss out on school and have to work to survive while nearly 2 million children have lost one or both parents to an AIDS-related disease.

We are recruiting to fill the position below:

Job Position: Administration Assistant

Job Identification: 8924
Job Location: Abuja
Reports to: Admin Officer
Staff directly reporting to this post: Janitors
Team / Programme: Administration
Grade: 5
Contract Length: 2 years
Job Category: Business Support

Chil Safeguarding

• Level 3- The responsibilities of the role may entail the 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.

Key Areas of Accountability
General Administration: 

• Monitor usage of all office equipment & supplies, by ensuring that they are in good working condition. Promptly report any malfunctions/repairs needed/changes to be made as they arise. 
• Maintain general office equipment tracker.
• Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g., booking venue/room, setting up conference calls etc. and ensuring action points are shared in good time.
• Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed. 
• Carry out the filing of relevant documents.
• Keeping an update to date record of all GPEs (general program equipment’s) in the Country office, guest houses and international staff house. 
• Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the Country Office, staff houses and guest house.
• Perform other duties and responsibilities as assigned by Line Manager
• Supervises cleaners to ensure office premises/guest houses and environs are clean and always maintained. 
• Ensure required cleaning items and toiletries are always available.
• 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 Country Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc).
• Support in processing rent renewals and tenancy agreements.
• Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.

Front Desk Management: 

• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)
• Properly greet visitors/clients and always make them feel welcome.
• Handle incoming and outgoing letters and correspondences. 
• Take minutes of the bi-weekly All staff meeting as directed by Line Manager. Prepare meeting agendas, track actions and key notes. 

Book meeting rooms:

• Prepare the monthly report for the admin unit. 
• Follow-up with team members to ensure that external guests are promptly attended to. In other to avoid prolonged stay by visitors at the reception. 
• Receive SCI staff visiting the Abuja office and provide workspaces and relevant supplies as maybe required.

Janitorial Supervision:

• The role holder will oversee the daily operations of janitorial staff, ensuring that cleanliness and standards are met and maintained.
• Supervise and coordinate the janitors, assigning tasks and monitor performance.
• Conduct regular inspections to ensure high cleaning standards and address any issues that may arise. 
• Create and manage schedules, ensure adequate coverage and timely completion of assigned tasks. 
• Provide guidance, training, and support to new and existing Janitors.
• Raise requisition of supplies needed for cleaning and maintain proper inventory.
• Ensure adherence to safety protocols, regulations, as contained in SCI policies. 

Store Management: 

• Effectively and efficiently assist the Admin Officer in managing stationery items and consumables in the store. 
• Support the receiving and inspecting goods, ensure they are in the right quantity and condition.
• Assist in receiving stock requisition and in issuing supplies to concern staff.
• Issue out and support with requested items for training/workshop/meeting based on filled training form.
• Properly organize the store and track all inventories.
• Ensure efficient use of storage space and maintain a clean and safe environment.
• Manage the gift register.

Guest & International staff house management: 

• The role holder will be required to provide a comfortable, convenient, and welcoming experience for staff guests while maintaining efficient operations and adhering to organizational standards.
• Oversee the daily operations of the guest house.
• Ensure guest (staff) have an enjoyable stay, including managing check-ins and outs and address any concern or issue that may arise.
• Ensure that the guest house is always kept tidy with the required supplies (Toiletries, beverages, Consumables etc.)
• Managing and training the cleaning staff on housekeeping, kitchen and laundry service.
• Managing room inventory and ensuring efficient use of space.
• Providing assistance and support to staff, handling requests and resolving guest house issues.
• Ensuring a secure and safe environment for staff guests.
• Handling administrative duties, such as record-keeping, reports, and correspondence.
• Oversee the cleaning, laundry, and maintenance of the guest house to maintain high standards.
• Monitor and ensure that the organizational policies, guest house policies, procedures, and regulations are strictly adhered to. 
• Monitoring and improving guest experience by collecting and acting on guest feedback to improve on service delivery and quality.
• Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the guest houses and staff houses.
• Coordinate processing of utility bills for the guest house and international staff houses.
• Coordinate the purchase of cooking gas for guest houses and staff houses.

Other responsibilities:
The role holder may be assigned with other responsibilities as the need arises which would include but are not limited to the following:

• Support other functional areas of Admin in-country office and field offices.
• Assist in data gathering and Analysis.
• Providing cover when other administrative staff are absent, on leave or as a result of an increased level of Country Office activities.
• Any other duties assigned by the line manager.

Working contacts:

• Internal: Regular liaison with various teams in the CO and other state offices.
• External: Contact with visitors, hotels, airlines/travel agents and vendors etc. 

Skills & Experience
Administrative & General Skills:

• Level of Education – HND / B.Sc. in Social Sciences / relevant field of studies.
• Minimum of one-year of 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. 

Competencies and Behaviors:
Delivering Results (Skilled):

• Delivers timely and appropriate results using available resources.
• Takes responsibility for their work and its impact on others.
• Plans, priorities 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 maximize 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.

Safeguarding:

• Ensure vendors comply with their safeguarding responsibilities as contained in their FWA.
• Assist in organizing and facilitation of safeguarding induction for newly recruited staff, volunteers, beneficiaries, stakeholders and partners in the CO.