Analyze your CV for Administrative/Logistics/ HR Assistant at Save the children

ROLE PURPOSE:ALHR Assistant is a member of the administration team accountable for ensuring quality, efficient and proactive support services for staff and visitors in the Zanzibar field office.SCOPE OF ROLE:Reports to: Supply Chain and Administration OfficerStaff directly reporting to this post: NilKEY AREAS OF ACCOUNTABILITY:Front desk supportGreet all visitors to the office and deal with their requirements.Maintain and operate quality and efficient communication services through phone management and message taking, and arrange appointments as required.Make travel bookings which include flight and hotel bookings for SC staff and visitors followed SC policies and procedures and ensure that the Travel Planner is updated daily.Act as the contact person to help visitor inquiries and arrangements where necessaryManage the reception area, ensure portrays a professional image of SC and that it is tidy and organized.Prepare database and update contacts (INGO, donors, government and other collaborators)Deal with incoming and outgoing mail, arrange couriers, DHL etc. as necessary and forward urgent mails to the LineManager, and complete incoming register book for all mails. Keep copies of all incoming/outgoing mail and faxes into the file for retrieval purposes.Administration/ Logistics / HR supportAcknowledge receipt of sundries & stationery before entered into SC storesUpdate invoice register and Procurement tracker on daily basis and provide weekly updates of invoice and procurement tracker to finance, supply chain, and HR & Admin ManagerProcess on a timely manner all invoices for payment of services and utilities, based on an updated invoice checklist for the DarOffice and international staff housesProvide monthly analysis of stationery and consumables and ensuring that the same is well managed, issued to staff and orders placed with procurement staff on a timely basisSupport Managers in preparation for and organization of workshops and meetings, accommodation and flight tickets ensuring value for money and due diligence process for selecting venues. Maintain a database of approved venuesProcess business cards for staff as requested by line managersEnsure effective and efficient use of all SC resources in order to keep costs low and ensure the security of all staffComply with all SC policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.Support Managers in preparation of JDs, RPs, and arrange interviews, support PMR process, support ER/ CAM project.Maintain a database of each staff’s file.Child Safeguarding ResponsibilitiesEnsure the way you carry out your work and behave is not putting children at risk (or further risk) - this means constantly scrutinizing your work and behavior through safeguarding lens and talking to children about possible design/implementation “flaws”. Understand and fulfill specific and additional responsibilities in achieving compliance of Save the Children’s Child Safeguarding Policy StandardsEmergence responsibilities’Save the Children will respond to any emergency situations that puts at great risk the survival, protection, and well-being of significant numbers of children, resulting from natural disasters, conflicts, population movements and where particularly vulnerable communities are found to be in acute need. In executing an emergency response, Save the Children will endeavor to respond within 72 hours of a sudden catastrophic event. With this Save the Children through your line manager at any point of emergency may assign you an emergency responsibility role outside of your normal JD or area of work if required, however no staff will be forced against their will to work anywhere that they deem unsafe or insecure.’’Accountability ResponsibilitiesWorking with managers and staff ensure that our expenditure is clearly accounted for and value for money achieved.Ensure that our admin processes are followed and clearly communicated to staff, partners and communities, highlighting transparency, fair competition and value for money.SKILLS AND BEHAVIOURS (our Values in Practice)Accountability:Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Save the Children valuesHolds the broader team and partners accountable to deliver on their responsibilitiesAmbition:Sets ambitious and challenging goals for themselves and take responsibility for their own personal developmentFuture orientated, thinks strategically and on a global scaleCollaboration:Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, managers, members and external partners and supportersValues diversity and different people’s perspectives, able to work cross-culturally.Creativity:Develops and encourages new and innovative solutionsWilling to take disciplined risksIntegrity:Honest, encourages openness and transparencyCommitment to Save the Children valuesQUALIFICATIONS AND EXPERIENCECommitment  to  and  understanding  of  Save  the  Children’s  vision, mission and values including rights-based approach and zero tolerance to fraudCertificate/ Diploma in Business Administration, Social Sciences, Administration, Logistics, HR and managementand/ or at least 5 years relevant working experience preferably in NGO/ hospitality environmentExcellent “customer service” experienceVery strong organization and planning skills to prioritize a busy workload and meet deadlinesAbility to develop and implement effective and efficient admin/ logs/ HR systemsExcellent IT skills especially Microsoft office package and ExcelProven written excellent written and oral skills in both English and KiswahiliDesirableGood negotiation skillsHigh levels of self-motivation, integrity, commitment, enthusiasm, and responsibilityA person with positive attitude.