Save the Children has a small global advocacy office in Addis Ababa (alongside offices in Brussels, Geneva and New York) that is registered with the Ministry of Foreign Affairs under the name of “Pan African Office”. The office has responsibility for (i) engaging with international and regional institutions such as the African Union Commission and the United Nations Economic Commission for Africa, and (ii) providing support to Save the Children programmes across the African continent. The office also hosts a number of technical advisors who are focused on a full sub-Saharan Africa portfolio. The Office Coordinator will carry out the day-to-day administrative tasks of the Addis office and will support the Director in their budget management responsibilities.

 Admin, HR, Finance, Procurement

• Manages control and assures compliance of program expenditures with program budgets; Monitor cash flows and supervise petty cash handling;
• Supports Project Managers in the development of proposals and management of projects budget, ensuring that the financial resources available for the projects are spent following the donor’s procedures and according to the project’s budgets
• Ensures sound planning and preparation of budgets, amendments and forecasts together with the project manager.
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

·       Provide technical oversight to the procurement process and ensure proper supply chain management procedures are in place and that standard logistics and related administrative systems are established and implemented within SCI Pan Africa and AU Liaison Office.

• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

• Ensures signed project agreement documents, periodic project reports and annual audit reports are submitted to the concerned government authorities and partners at the right time and keeps copy of those for file.
• Supports and control the activities of logistic office in compliance with the organization regulations including ensuring the correct management of the stock of materials and equipment and preparing, updating and management of the inventories
• Submits summarized monthly report of administrative activities to the immediate supervisor and present at monthly management meeting and advises the management on any administrative matters.
• Works closely with the Finance Officer and Centre HR Business Partner and other relevant units, maintains agreements and MoUs; holds documentation of such agreements in secure places.
• Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Lead on recruiting, selecting, orienting, and training employees.

·       Maintain staff annual leave, compensation and other entitled leaves records and ensure that staff contracts are up-to-date and current

·       Line manage guards, office attendant(s), supply chain assistant and admin interns / volunteers

·       Act as the focal point for security and external IT support

·       Ensure systems and processes are in place to best respond to support needs

• Contributes to team effort by accomplishing related results as needed.

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

·       Creates a managerial environment to lead, enable and maintain our culture of child safeguarding

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

·       Future orientated, thinks strategically and on a global scale

Collaboration:

·       Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters

·       Values diversity and different people’s perspectives, able to work cross-culturally.

Creativity:

·       Develops and encourages new and innovative solutions

·       Cuts away bureaucracy and encourages an entrepreneurial approach

Integrity:

·       Honest, encourages openness and transparency, builds trust and confidence

·       Displays consistent excellent judgement

·       Master’s degree in management, administration or related fields.

·       Minimum of 6 years of work experience in office management/administration including a minimum of 4 years in managerial positions.

 EXPERIENCE AND SKILLS

• Strong awareness of legislation in employment
• Ability to coach, mentor, delegate appropriately and at same time detail oriented in making sure quality in the administrative service.
• Strong ability to plan and organize a substantial workload; Used to multi-tasking and prioritizing
• Strong interpersonal skills with the ability to supervise, delegate, coach and mentor supervisees; good communicator, listener and approachable.
• Pro- active, result and quality oriented.
• Honest, encourages openness and transparency
• Adaptable and flexible with a willingness to work with other members of the team to deliver a common goal
• Proven knowledge of data and administrative management practices and procedures, human resources management practices and procedures
• Fluent written and spoken English and Amharic
• Competence in working with office applications such as word, excel and PowerPoint

 Equal Opportunities

The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

 Health and Safety

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