The Aden area of operation is a big response. There are about 150+ national and international staff; two large offices, a big guest house, and another two new sub-offices to be added soon. So SCI is looking for a strong leader as Admin Coordinator that has experience in the management of large administrative operations.

The Administration Coordinator will lead the formulation of strategy for SCI Aden administrative business; leaders of at least 10+ teams; the overall day-to-day management responsibility for the administrative functions; communication and coordination works between Aden and SCI country office, etc. And in the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Develop and implement overall strategy for Aden area of operation covering but not limited to staffing; budget; office and guest needs; etc;
• Identify the staffing needs for the administrative department, implement capacity development plans for staff; carry out regular performance evaluations; and ensure effective supervision of all admin staff
• Ensure SCI admin works are transparent; compliant with donors; and SCI business procedures and practices. 
• Oversee hiring of properties and premises as required, ensuring that contracts, leases, and other agreements are properly prepared and updated to meet SCI Aden's needs. And prepare a monthly Lease Agreement Schedule for the Aden Office.
• Ensure compliance with SC administrative standards and with local laws and regulations at Aden Office.
• Develop monthly activity reports and admin-related tracking sheets for Aden Office that include. (Tracking sheet, lease agreement, service contracts, GH, and international staff tracker).
• Preparing the budgets for the Admin department and updating the cash budgets every second month or when the need arises
• Assist in developing, revising/improving admin-related policies and procedures as needed. 
• Check all invoices claims and receipts for accuracy and conformity with purchase requests/orders, full documents, and quotations as well as delivered goods and services when applicable.
• Supervise all logistics needs related to meetings/workshops/events/visits organized by Yemen Office such as photocopying, booking hotels, arranging for visas airport pickups etc., and take minutes of staff meetings.
• Supervise and monitor security arrangements for all SC property and premises in coordination with the security department.
• Provide advice and assistance to FM on issues related to admin needs and priorities.
• Provide support to national and international staff in case of emergency and the coordinate response of staff and assets.
• Ensure proper handover of rented premises at the end of the contract period including office/residences and help settle any outstanding issues pertaining to handover of rented properties.
• To get a legal or expert opinion when required in SC administration.
• Provide oversight and support to Admin staff for hotel bookings and arrangements for staff and visitors.
• Supervise the office supplies in the office and ensure there is sufficient stock at all times.
• Ensure effective management and operations of SCI guest house.
• Perform other duties assigned by the Field 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

• 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; demonstrates highest levels of integrity

QUALIFICATIONS, EXPERIENCE AND SKILLS

• At least a University degree in business administration or equivalent.
• Prior NGO/INGO experience at the management level within an emergency response/humanitarian environment is a must
• At least 3 years of significant responsibilities related to NGO Admin functions;
• At least 1-2 years of leadership and management responsibilities in NGO Admin functions;
• At least 1-2 years of managing admin staff in a large and fast pace office;
• At least 2 years of running and managing guest houses for international staff;
• Excellent skills in handling and advising on complex people management issues
• Proven operational administrative track-record / experience of providing a service across a full range of Administration issues
• Good attention to details
• Experience in working with and managing multicultural teams.
• Strong communication (written and spoken), and interpersonal skills in English.

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 the SCI Equal Opportunities and Diversity policies and procedures.

Health and Safety

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

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 realise 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 workplace where ambition, creativity, and integrity are highly valued.

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.

Save the Children International seeks to always be a child safe organization through fulfilling its obligations to the community and through programme implementation carried out by the organization for safeguarding children and to improve the living standards of the child.

“Save the Children is an equal opportunity employer. Women are strongly encouraged 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 at www.savethechildren.net/careers/apply. 

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

Location: Aden

Employee Status: Fixed Term

Closing Date: Oct 17, 2022