Administrative Officer

TITLE: Administrative Officer
TEAM/PROGRAMME: GFATM LOCATION: Yangon, Head Office
Number of Position: 1
GRADE: NAT – 4 CONTRACT LENGTH: Fixed Term

CHILD SAFEGUARDING

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a criminal record self-declaration will be required(at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE

To assist GFATM-PR team with administrative functions in communication, assisting in the logistic arrangement of PR-staffs for coordination meeting with National and the procurement related functions such as fixed assets registrar of GF unit, supplier vetting process & assisting in FWA process, managing the office facilities.

SCOPE OF ROLE:
Reports to: Program Administrative and Operations Manager Indirect Reports: Nil
Financial Approval: No financial approval
External Representation: To the suppliers and government staffs (occasionally)
Travel: Minimum (3 days approximately/ quarter)

KEY AREAS OF ACCOUNTABILITY
Administration and Procurement Administration
• Provide administrative support to the GFATM-PR team members, including travel and logistics support for meetings, trainings, field visits etc.
• Collect and arrange payment of all utility bill of the international staffs’ houses and oversee maintenance and repair of the office space and records of all payments related to the office expenses.
• Ensure that all office equipment and utilities are in good operating conditions and arranges for necessary/ schedule repair, maintenance and improvements as required.
• Assit to Administrative and Operation Manger for the logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservation, visa application, negotiation with the selected hotel, purchasing supplies for the events and clearing the expenses.
• Maintain proper filing system, fixed assets register, assist in the inventory counts periodically conducted by CO.
• Manage for the mobile top up allowance distribution to GFATM team, keep the distribute record and checking the quantity by monly basis.
• In collaboration with Administrative and Operation Manager, maintain inventories and controls over office fixed assets, such as furnishings, and computer equipment, as per SCI procedures for inventory/assets management.

Procurement

• Work in collaboration with with Administrative and Operation Manager for procurement requests to ensure that all requests are made and processed in compliance with SCI’s policy and specific funding requirements. This includes procurement of commodities and services such as furniture, office supplies, office building and equipment maintenance, car rental, courier service, etc
• Assist in procurement of equipment’s and other facilities at international staff residences
• Assist, in coordination with Save the Children, on maintenance and repairs of office and residential equipment’s and facilities
• Maintain and update inventory record of all Prime Recipients’ fixed and capital assets including disposal process of the unused or damaged assets Manage
• Run errands for the printing the programme documents, vinyl and other necessary minor procurement.
• Ensure that the expenses claimed are following the procurement policies and related thresholds.
Other Duties
• Perform other related duties as required.
• Assit to Administrative Manager for Child Safeguarding Guarding Focal Person

Child Safeguarding Responsibilities
• To ensure the project activities not to harm to children and to plan and design properly for the safe of children
• To draw plan and initiative ways for the inclusion of children in project activities
• To receive and response feedback from the children and to address their feedback timely.
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
• Always acts in the best interests of children
PERSON SPECIFICATION

• University degree and Diploma or related field in any field
• At least 3-5 years of administrative and logistics experience in related field
• Experience in providing procurement support.
• Ability to handle multiple tasks and demanding schedules to deliver high quality results on time
• Service-minded, well organized, with strong negotiation and interpersonal skills.
• Experience with international NGOs preferred.
• Good English communication skills, both written and verbal
• Excellent personal organisational skills, including time management, and ability to meet deadlines and work under pressure
• Willingness to travel to field offices and work in difficult environment according to travel requirements
• Detailed oriented as well as ability to work independently
• Excellent understanding of financial systems, internal controls and contractual compliance
• Ability to work under high pressure to meet tight deadlines
• Proven team working ability
• Willingness to travel

General:
• Ability to work collaboratively with colleagues across the organisation developing effective working relationships to deliver outstanding results for children
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy

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.

All staff has an obligation and a responsibility to:
• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in their personal and professional lives.

All managers have the above responsibilities as well as ensuring
• Their staff are doing the above.
• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

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