Administrative Operations Assistant at Save the Children

ROLE PURPOSE:

• Under the supervision of the Administration Officer, support in the fulfilment of operational administration requirements for Save the Children and implement laid down Administration Standard Operating Procedures.

KEY AREAS OF ACCOUNTABILITY:

General Office Management:

• Full time management of front desk.
• Manage the office switchboard, answer telephones and direct calls to relevant persons.
• Greet and welcome all Kenya Country Office (KCO) visitors and direct them to the relevant staff/persons.
• Responsible for ensuring that the front office is always tidy and clean.
• Send and receive office mail and parcels via courier and maintain a tracker for the same.
• File and maintain files of front desk documents.
• Support with initiating timely replenishment of stationary, general office supplies and consumables in line with usage and re-order levels.
• Assist the Admin team with cost effective ways for running office costs. These include but not limited to kitchen costs, cleaning & sanitary costs, office maintenance & repair costs etc.
• Assist with the office daily and monthly deep cleaning with support from Admin Officer.
• Assist with general office maintenance and repair works ensuring they are up to desired standards.
• Work with Admin Officer and ensure the office is opened and closed on time.
• Assist the Administration Officer and in overseeing the daily running of the office and report any key concern immediately.
• Maintain clean, well-arranged meeting rooms and provide support for internal meetings.
• Ensure proper maintenance and functioning of office facilities; consolidate repair requests monthly and follow up on timely completion.
• Manage and keep track of fire safety equipment servicing and maintenance.
• Ensure proper functioning of leased water dispensers and coordinate timely water deliveries with the supplier.

Travel Bookings:

• Support domestic flight bookings for Kenya Country Office staffs and visitors via humanitarian and commercial airlines.
• Maintaining updated travel tracker for national staff

Accommodation & Outside catering

• Support the processing of purchase requests for accommodation and outside catering for the Nairobi office and other locations under admin oversight, including Machakos, Naivasha, Nandi, and the Coast region.
• Coordinate accommodation and outside catering bookings in compliance with Administration and Procurement Service Level Agreements (SLAs).

Invoice processing:

• Processing invoices related to domestic flight booking within 7 days of invoicing.
• Updating domestic flight costed bookings monthly and sharing the same with the Administration Officer.

Cleaning & Facilities Management:

• Ensure thorough cleaning and fumigation of the office once every month (Fridays).
• Conduct routine inspections to identify and address minor ad‑hoc office repair needs.

Access, Security & Communication:

• Issue and manage office access cards; collaborate with relevant teams to ensure proper maintenance of access systems.

Inventory & Supplies Management:

• Oversee and ensure smooth office supplies control at the Administration store.
• Maintain and restock office stationery and kitchen supplies.
• Manage office supplies records and ensure then monthly reconciliation is shared on monthly basis with the Administration Officer.

Child Safeguarding:

• The Administration Assistant has an obligation to ensure he/she fully understands the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. He/she must conduct him/herself in accordance with the rules of the Child Safeguarding Policy, in his/her personal and professional lives - which includes reporting suspicions of child abuse.
• The Administration Assistant must ensure the way he/she is carrying out his/her work is not putting children at risk (or further risk).

SKILLS AND BEHAVIOURS (our 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 others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

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

QUALIFICATIONS AND EXPERIENCE

• A first degree in business administration, Human Resource Management or equivalent.
• Minimum 2 years' experience in a similar role in an International NGO.
• Possess proficiency in Microsoft Office products (Word, Excel, Outlook, and PowerPoint).
• Excellent written and verbal communication skills.
• Strong and proven experience in people and relationship management.
• Ability to manage multiple requests and to liaise with several different departments.
• Assertive and pro-active, with the ability to work on own initiative with little supervision.
• Good analytical skills with the ability to identify key points from complex material or information.
•  Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services
• Good communication skills
• Excellent interpersonal skills with the ability to maintain confidentiality
• Experience of working within a team and team building
• Ability to work in a multi-cultural setting
• A willingness to travel occasionally to field area offices.
• Fluent in English and Swahili
• Comply with the requirements of Save the Children's Child Safeguarding Policy and other Global Policies
• Commitment to Save the Children Value

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.