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The Administrative Assistant provides support services that include office facility management, procurement, physical assets management, events/activity coordination, and logistics for air/land travel and transportation requirements. The post will closely coordinate with other Country Office (CO) functional units to strengthen the emergency response capacity, and externally manage relationships with vendors and service providers to ensure efficient provision of services.
DUTIES/RESPONSIBILITIES
· Child Safeguarding – Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy.
Office administration and facility management
· Process renewal of government-mandated permits and licenses to operate; liaise with proper government agencies.
· Provide custodial and office facility maintenance, including management of asset insurance, to create a conducive work environment that meets the day-to-day operating requirements.
· Coordinate with concerned staff and liaise with building administration, owners of leased office premises, service providers and vendors in the delivery and accomplishment of contractual commitments, e.g. Outsource IT firm, janitorial services, etc.
· Implement the Country Office’s records management and retention procedures, including alternative storage of files, e.g. off-site and electronic, in coordination with IT and the different functional units.
· Oversee transmittal of documents, packages and other items and ensure that they are tracked and delivered in a timely manner.
Procurement and physical assets management
· Undertake procurement process based on policy and following established guidelines for segregation of duties.
· Implement mechanisms for assets accountability, inventory management for equipment and office supplies (consumable), and other goods/services, as required.
Events/activity coordination
· Provide logistical support and assistance in the conduct of meetings, events and activities, including but not limited to, contract negotiation and management, communication, travel arrangements, supplies and equipment requirements, and expense administration.
Logistics for air/land travel and transportation requirements
Support implementation of procedures for travel and transportation requests and authorization in compliance with the corporate travel policy to ensure efficient and well-coordinated provision of services.
· Manage the effective use and oversee maintenance of vehicles through conduct of preventive
maintenance/regular check-up, routine repair works and proper registration/renewal of appropriate
documentation in accordance with government regulations.
Administrative support to HR function
· Provide support and coordinate the assigned day-to-day administrative requirements of HR, i.e. logistics for
various activities and filing and records management, e.g. leave records, update of HRIS, etc.
Capacity improvement and emergency response preparedness
· Support the identification of the fastest and reliable supply chain management (procurement,
logistics/warehouse and distribution) in emergency response, in coordination with the concerned Program Specialists.
QUALIFICATIONS/EXPERIENCE
· 3+ years of experience in an office administration capacity, experience in handling HR, logistics and office management in an emergency/humanitarian response is an advantage;
· Good understanding of office administration practices and contract negotiation;
· Prior experience in meeting/event planning or travel logistics;
· Strong confidentiality ethic, demonstrate flexibility, and versatility in adjusting to changing environments and requirements as necessary;
· Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues;
· Excellent planning, organizational and problem solving skills, with proven ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines;
· Outstanding written and oral communication skills in English; and
· Proficiency in relevant computer applications (Microsoft Office applications).
Education
Technical/vocational degree in any related field. Equivalent and relevant work experience may be accepted in lieu of degree.
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.