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Programme Support Officer at Save the Children

The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children’s rights, provides relief and helps support children in developing countries

Role Purpose: 

The post holder will be accountable to the Programme Manager for supporting Finance, HR, IT, supply chain and Administration services in programming contexts. The post holder will be responsible for ensuring compliance with SCI global standards, policies and practices. The position also plays a key role in effectively supporting program implementation activities in line with the annual and country strategic plans.

Key Areas of Accountability

Supply Chain.

  • In charge of warehouse at field office level, ensure TIMs and other warehousing records are updated daily.
  • Support programme staff to develop procurement plans.
  • Support in the development of field level framework agreement.
  • Coordinate field office procurement requests and LPOs for local procurements liaising with Supply Chain Officers in Nairobi and Programme Implementation team.
  • Coordinate delivery and recording of items sourced from local suppliers working closely with Nairobi supply chain team.
  • Manage fleet at field office level; Coordinate fleet requests, allocate vehicles, ensure compliance with all SCI fleet management policies and SOPs.
  • Maintain records including allocation of assets and GPEs assigned to Field Office.
  • Communicate with IT and Supply Chain for maintenance or upgrading or replacement of any asset assigned asset and GPE assigned to specific Field Office.
  •  Prepare and share monthly fleet reports with fleet officer in Nairobi.
  • Assist the PM in security matters at the field office
  • Responsible of goods and Parcel dispatches to Nairobi and the field respectively.
  • Train and taught our vendors on child safe guarding policies e.g. drivers hazards while driving to the field areas.

Human resources and administration

  • Lead administrative function to ensure the provision of effective administrative support in the field office. Ensure office is clean, well maintained and has all essential suppliers.
  • Support the recruitment process especially the recruitment of casuals at the field office.
  • Support in Contract engagements of casuals.
  • Maintain clear communication with both the functional (direct) line manager and the technical manager to foster a smooth working relation under existing matrix structure.
  • Manage performance of direct reports in the work area through effective use of the Performance Management System including the establishment of clear, measurable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations.
  • Ensure the guesthouse is clean and well maintained.
  • Facilitate and follow up induction and on boarding of all staff engaging with Save the Children as per the Induction guidelines.
  • Management System including the establishment of clear, measurable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations.
  • Supervision security guards at filed office level and preparing their payments and send to Nairobi.
  • Coordinate with Admin Nairobi on incoming and outgoing visitors for transportation and accommodations at the field.

Financial accounting, planning and budgeting.

  • Assist with documentation at field office level.  Consolidate all financial documents generated at field office and send to relevant officers in Nairobi; these include supplier invoices, staff liquation, Mpesa payment lists, receipts, etc.
  • Assist as needed with daily programming accounting operation in liaison with Finance Officers in Nairobi; these include payment of suppliers, processing activity advances, payment of casuals, etc.
  • Monitor field office and guesthouse utilities costs e.g. water, electricity, telephone/Mobile usage, billing, and others related office utilities.
  • Scanning of all payment and share with supply chain and Admin focal point persons and Finance officer in Nairobi
  • Responsible of petty cash at the field and sharing the balancing  weekly
  • Set up a tracking system at the field for all documents sent to Nairobi for processing
  • Training of field teams on how to use finance documents, e.g. advance request, liquidations and Mpesa payments

Contract Duration: 12 Months

QUALIFICATIONS AND EXPERIENCE

  • A Degree in Social Sciences or Business Administration from a recognized University.
  • Strong knowledge/experience HR and admin, logistics and financial management.
  • Demonstrates a strong drive and commitment to achieve agreed objectives
  • Minimum three year’s relevant experience in Support Services within a busy organization preferably an INGO.
  • Proficiency in spoken and written English. Knowledge of the local language and context will be a distinct advantage
  • Excellent interpersonal skills with the ability to maintain confidentiality
  • Proficiency in working with computers particularly spread sheets and word processing
  • Experience of working within a team and team building.
  • Ability to work in a multi-cultural setting
  • Good interpersonal skills with the ability to communicate and negotiate clearly and effectively at all levels.
  • Strong results orientation, with the ability to challenge existing mind-sets.
  • Commitment to Save the Children values, including willingness to abide by and enforce the Child Safeguarding policy.

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