Admin Assistant – Based in Taiz

CHILD SAFEGUARDING:

Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

Facilitate the administrative procedures and provide assistant to administration unit, responsible for providing administrative guesthouse and residency’s operation of SCI Guesthouse and Residency’s.

SCOPE OF ROLE:

Reports to: Admin Coordinator

Staff reporting to this post:

Direct:  cleaners

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY :

• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
• Directs visitors by maintaining employee and department directories; giving instructions.
• Follow up with fax incomes and outcomes.
• Assist with reservation of the following

1- Hotels for accommodation in (Taiz).

2- Hotels for workshops and events.

3- Trainings and workshops in SCI training centre.

4- Meeting room for any staff meeting.

• Responsible for letters ( Admin letters, Visa application letters and note to file letters)
• Responsible for Incoming and out-coming letters.
• Responsible for admin payments tracker.
• Maintain a filing system for the related tasks.
• Prepare payments for the related tasks.
• Ensure guesthouse equipment is operational including direct supervision of guesthouse genets.
• Update the Extension sheet and circulate to Taiz staff.
• Processes any guest house request;
• Ensure all guesthouse utility bills are paid on time and avoid any disconnection.
• Prepare Monthly tracker report for above activities with new updates directly to Admin Coordinator.
• Plan and good serves compliance to SCI procurement rules and regulations.
• Conduct any tasks requested from the line manager.

SKILLS AND BEHAVIOURS (SCI 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

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

Honest, encourages openness and transparency; demonstrates highest levels of integrity

REQUIRMENTS

• BA or equivalent
• 3 years' work experience 1 year experience in similar position.
• Good English skills
• Excellent  computer skills
• Good interpersonal skills

Location : Taiz

Employee Status: Fixed Term

Closing Date: Dec 5, 2021