CHILD SAFEGUARDING:

Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE: responsible to provide high standard of service to handle guests/visitors request before and after arrival of Ethiopia country office in a professional manner; manage the daily duties of the guesthouse in preparation of menu, petty cash handling, accommodation, shuttle arrangement inventory control, facility upkeep and supply restocking to provide standard guesthouse service for use

SCOPE OF ROLE:

Reports to: Admin Coordinator

Dimensions: Save the Children works in -- regions in Ethiopia with a current staff complement of approximately -- staff and current expenditure of approximately $90+ million each year.

Staff directly reporting to this post:  compound attendants, admin assistant and cooks

KEY AREAS OF ACCOUNTABILITY:

Guest house:

• Manage and motivate staff under the position holder supervision and ensuring that they have clear work plan and objectives, timely submission of time sheet and receive regular supervision and performance reviews.
• Manage the guesthouse in strict cost conscious systems providing quality services with minimum affordable costs.
•   Monitoring stock levels and ordering supplies for guesthouse as required.
• Ensure all the items required for guesthouse service are adequately stocked.
• Performing basic bookkeeping duties for the guesthouse service
• Assist in maintaining a high standard of cleanliness and hygiene in guesthouse environment including staff member.
• Ensure appropriate/healthy menu is presented for the guesthouse service.
• Follow-up the quality of guesthouse purchases to provide standard service for the user
• Make market assessment at least by two months once
• Keep the record of leave plan and ensure leave has taken as per the plan
• Maintains all admin related hard copy and electronic filing records specially lease agreement of the Expat
• Obtains guest feedback on their stay of the country office. If complaints, communicate line manager to take immediate action to solve the problem. 
• Fill timesheet for the staff under the position holder supervision before the deadline
• Provide the relevant guidance for the staff under the position holder supervision
• Ensure all the facilities in place at time of workshop, meetings …… in the guesthouse.

Expat residence management

• Manage lease agreement for office and international staff resident.
• Support the international staff for searching house/apartment
• Handle the inventory of the expat house before the entry and departure of the staff
• Digitize all the lease agreement, other related records and encode in the SharePoint
• Communicate expatriate staff before the renewal of any contract one month in advance
• Work closely with warehouse team to manage the inventory of each expatriate staff
• Take inventory of the residence before and after the lease agreement
• Respond any request related to expatriate staff in the country office
• Accommodation and logistical arrangement
• Develop a task schedule for all key operations or activities to be carried out by all Ethiopia country office visitors.
• Provide support for visitors who come from different part of the world to get relevant information like country profile, security brief upon arrival or during their stay in the country.
• Facilitate and plan logistics needs for all visitors who come for the business of SCI
• prepare the payment for the hotels and apartment on a timely basis
• Work closely with the service provider for the arrangement of shuttle service and other logistical issues
• Visit the service provider for quality check.
• Prepare local sim-card for visitor before their arrival.
• Work closely with supply chain team, admin to manage the overall visitors need and request
• Work closely with the team to facilitate local ticket booking, sim-card transfer and visa related issues. 

Report preparation

• Compile the visitor’s statistics and report for line manager on a monthly base
•  Compile and submit report to line manager on a monthly basis.
• Update the detail of visitor’s update on the system before the arrival of the visitor/s

Others

• Ensure all the request coming from different users registered online platform and get confirmation
• Provide support for the canteen staff when requested
•  Support visa related and follow-up Immigration related issue
•  Performs other related tasks as required

A.KEY AREAS OF ACCOUNTABILITY

BEHAVIOURS (Values in Practice)

Accountability:

•  Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
•  Holds suppliers accountable to deliver on their responsibilities

Ambition:

•  Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development
•  Widely shares their personal vision for Save the Children, engages and motivates others
•  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

Job Requirements

QUALIFICATION

• BA degree in Management, Secretarial Science or Management or related from a recognized college
• 3 years of administrative and general experience
• Having excellent proficiency in spoken and written English with strong interpersonal skills and demonstrated ability to lead team effectively
• Good knowledge and experience in Project Cycle Management
• Commitment to work longer hours/weekends or on remote field visits whenever needed.
• Ability to draft various letters
• Good experience in planning, coordinating and implementing work activities
• Very good skill in report writing
• Commitment to SCI’s aims, values and principles

Preferred Qualifications

•  Prior experience as Chief of Party or Deputy COP
•  Familiarity with BHA-funded Resilience Food Security Activities and/or the Government of Ethiopia’s Productive Safety Net Programs
•  Familiarity with the political, social and cultural context of Ethiopia. Prior work experience in Ethiopia is ideal.
•  Experience working in fragile contexts including those affected by conflict, natural disasters and other political/socio-economic stressors
•  Experience working with private sector partners engaging in collaborative, value shared relationships for sustainable development
•  Experience working with vulnerable populations in particular ultra-poor, women, youth and migrant population
•  Knowledge of local language preferred

Desirable

• Strong leadership; communication and time management skills
• Experience with multi-sectoral nutrition projects such as USAID ENGINE or USAID Growth through Nutrition

KEY COMPETENCIES

Generic Competencies

• Child Rights: Promotes an enabling environment for participation, and accountability to children
• Be the Innovator: Promotes innovation to find new and better approaches to driving progress for children

Deliver Results at Scale: Promotes a clear focus on impact in a project and program design, management, and oversight

Generic Competencies

• Being the Voice of Children: Promotes evidence-based policy and public engagement that includes the voices of children and their communities
• Advancing Equality & Inclusion: Displays a commitment to ensuring everything we do considers the most deprived and marginalized children and adolescent
• Building & Strengthening Partnerships: Promotes working with diverse partners as critical to delivery

Child Rights: Promotes the rights of children in own work and in work with colleagues and peerS,

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 SCI’s global Diversity, Equity and Inclusion and Gender Equality Policies, supported by relevant 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.

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 SC Health and Safety policies and procedures.

We offer a competitive package in the context of the sector. The duty station of the position holder will be in Addis Ababa This role is offered on the basis of national terms and conditions only.

The Organization

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 realize 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 environment where ambition, creativity, and integrity are highly valued.

How to Apply

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found CLICK HERE

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 employees are expected to carry out their duties in accordance with our global anti-harassment policy.