KEY RESPONSIBILITIES
Process and deliver correspondence (envelopes, documents, etc.), both internally and externally in a timely manner; ensuring confidentiality is maintained as needed. Sort and distribute incoming mail and prepare outgoing mail
Ensure all documents are properly tracked using a log book system.
Deliver messages and run errands as needed / requested. Help deliver payments for bills/invoices and obtain receipts for all payments made.
Compile, copy, sort and file documents as instructed. Maintain and update files and records as assigned, so they are easily accessible.
Perform receptionist duties when needed; ensure visitors are received, and obtain important details (who they are; who they intend to see; etc.) prior to entering the office.
Support the HR/Admin officer to raise PR for stationaries and toiletries items for office and SCI staff house use
Clean the office and SCI staff house and its surroundings on a daily basis; and help ensure that cleaning supplies are always available
Support with the cleaning of dishes and cutleries; and ensure that they are well kept in a secured place for staff use. Ensure that no food is left to waste or attract vermin at the guesthouse and office.
Monitor the water dispensers in office and guesthouse and ensure there is water available at all times.
Ensure that electrical equipment is turned off before leaving the office.
Ensure that there is always water and toiletries available in bathrooms both at guesthouse and office
Assist with receiving goods and packing goods as needed (with oversight from admin)
Help with identifying and documenting needed repairs to guesthouse & office and/or equipment.
Carry out any other duties as assigned by the line manager or Field base lead.
Other duties and tasks
- Be aware of and comply with all relevant save the children policies and procedures with respect to child safeguarding, code of conduct, fraud, whistle blowing, health & safety, equal opportunities and other relevant policies.
- Undertake any training required to meet the objectives of the post
- Undertake any other duties of an equivalent nature as determined by Line manager, HR/Admin Coordinator or the field lead
SKILLS AND BEHAVIOUR (SCI Value in practice)
- Proven skills in computer (windows, Word, Excel)
- Good communication and interpersonal skills
- Self – motivated with the ability to meet deadlines
- Practical problem-solving skills in a difficult environment
- Ability to work in and promote a team environment/ concept
- Flexible and easily adaptable to change
- Sensitive to issues affecting children
- Committed to SCI’s child protection policy
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently. Achieving and role modeling 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 result are not achieved.
Ambition
- Set ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourage their team to do the same
- Widely shares their person vision for save the children, engages and motivates others
- Future orientated, thinks strategically and on a global scales
Collaboration
- Build and maintains effective relationships, with their team colleagues, Members and external partner and supporters
- Value diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
Creativity
- Develops and encourages new and innovative solution
- Willing to take disciplinary risk
Integrity
Honest, encourages openness and transparency; demonstrate highest level of integrity
Minimum qualification
- Senior secondary school examination certificate (WASSCE)
- Minimum 1-year experience in similar position preferably with an NGO
Key competence
- Effective communication (verbal and written) and ability to read and follow written and oral instructions
- Ability to work long hours including early mornings and evenings,
- Maintaining confidentiality of information obtained in the course of work.
- Demonstrated professional approach such as honesty, trust and loyalty
