Administrative Operations Assistant

<p><strong>ROLE PURPOSE:&nbsp;</strong><br>
Under the supervision of the Administration Officer, support in the fulfilment of operational administration requirements for Save the Children and implement laid down Administration Standard Operating Procedures.</p>
<p><strong>SCOPE OF ROLE:</strong></p>
<p><strong>Reports to</strong>: Administration Officer</p>
<p><strong>Dimensions</strong>: Save the Children has been operational in Kenya since the 1950s, supporting children through both development and humanitarian relief programs. These initiatives are delivered directly and in collaboration with local partners. Our current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition, and water, sanitation, and hygiene (WASH).</p>
<p>In 2012, as part of a global reorganization, Save the Children unified the operations of Save the Children UK, Canada, and Finland into a single entity in Kenya. In February 2014, we completed a second transition by merging with the British INGO Merlin, integrating their health and nutrition programs into our portfolio. Today, Save the Children maintains an operational presence in Nandi, Kajiado, Dadaab Refugee Camp, Kakuma Refugee Camp, Garissa, Mandera, Turkana, and Wajir, and works through partners in many other regions across the country. We employ approximately 230 staff, including members of the Global team who are hosted and hired in Kenya, but support Save the Children International (SCI) global operations. In 2025, our annual operating budget was approximately USD 20 million.</p>
<p><strong>Staff directly reporting to this post</strong>:&nbsp;None</p>
<p><strong>Staff directly reporting to this post</strong>: None.</p>
<p><strong><u>KEY AREAS OF ACCOUNTABILITY:</u></strong></p>
<p><strong>General Office Management:</strong><br>
•&nbsp;&nbsp;&nbsp;&nbsp;Full time management of front desk.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Manage the office switchboard, answer telephones and direct calls to relevant persons.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Greet and welcome all Kenya Country Office (KCO) visitors and direct them to the relevant staff/persons.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Responsible for ensuring that the front office is always tidy and clean.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Send and receive office mail and parcels via courier and maintain a tracker for the same.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;File and maintain files of front desk documents.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Support with initiating timely replenishment of stationary, general office supplies and consumables in line with &nbsp; &nbsp; &nbsp; usage and re-order levels.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Assist the Admin team with cost effective ways for running office costs. These include but not limited to &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; kitchen costs, cleaning &amp; sanitary costs, office maintenance &amp; repair costs etc.&nbsp;<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Assist with the office daily and monthly deep cleaning with support from Admin Officer.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Assist with general office maintenance and repair works ensuring they are up to desired standards.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Work with Admin Officer and ensure the office is opened and closed on time.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Assist the Administration Officer and in overseeing the daily running of the office and report any key concern &nbsp; &nbsp; &nbsp; &nbsp; immediately.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Maintain clean, well-arranged meeting rooms and provide support for internal meetings.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Ensure proper maintenance and functioning of office facilities; consolidate repair requests monthly and follow &nbsp; &nbsp; &nbsp; &nbsp; up on timely completion.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Manage and keep track of fire safety equipment servicing and maintenance.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Ensure proper functioning of leased water dispensers and coordinate timely water deliveries with the supplier.</p>
<p><strong>Travel Bookings:</strong><br>
•&nbsp;&nbsp;&nbsp;&nbsp;Support domestic flight bookings for Kenya Country Office staffs and visitors via humanitarian and commercial &nbsp; &nbsp; &nbsp; airlines.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Maintaining updated travel tracker for national staff</p>
<p><strong>Accommodation &amp; Outside catering</strong></p>
<p>•&nbsp;&nbsp;&nbsp;&nbsp;Support the processing of purchase requests for accommodation and outside catering for the Nairobi office &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; and other locations under admin oversight, including Machakos, Naivasha, Nandi, and the Coast region.&nbsp;<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Coordinate accommodation and outside catering bookings in compliance with Administration and &nbsp; &nbsp; &nbsp; procurement Service Level Agreements (SLAs).</p>
<p><strong>Invoice processing:</strong><br>
•&nbsp;&nbsp;&nbsp;&nbsp;Processing invoices related to domestic flight booking within 7 days of invoicing.&nbsp;<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Updating domestic flight costed bookings monthly and sharing the same with the Administration Officer. &nbsp; &nbsp;&nbsp;</p>
<p><strong>Cleaning &amp; Facilities Management:&nbsp;</strong><br>
•&nbsp;&nbsp;&nbsp;&nbsp;Ensure thorough cleaning and fumigation of the office once every month (Fridays).<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Conduct routine inspections to identify and address minor ad hoc office repair needs.<br>
Access, Security &amp; Communication: Issue and manage office access cards; collaborate with relevant teams to ensure proper maintenance of access systems.</p>
<p><strong>Inventory &amp; Supplies Management:</strong><br>
•&nbsp;&nbsp;&nbsp;&nbsp;Oversee and ensure smooth office supplies control at the Administration store.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Maintain and restock office stationery and kitchen supplies.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Manage office supplies records and ensure then monthly reconciliation is shared on monthly basis with the Administration Officer.</p>
<p><strong>Child Safeguarding:&nbsp;</strong><br>
•&nbsp;&nbsp;&nbsp;&nbsp;The Administration Assistant has an obligation to ensure he/she fully understands the provisions of the Child &nbsp; &nbsp; &nbsp; &nbsp;Safeguarding Policy, the Code of Conduct and related policies. He/she must conduct him/herself in accordance &nbsp; &nbsp; &nbsp;with the rules of the Child Safeguarding Policy, in his/her personal and professional lives – which includes &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;reporting suspicions of child abuse.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;The Administration Assistant must ensure the way he/she is carrying out his/her work is not putting children at &nbsp; &nbsp; &nbsp; risk (or further risk).</p>
<p><strong>SKILLS AND BEHAVIOURS (our Values in Practice)</strong><br><strong>Accountability</strong>:<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save &nbsp; &nbsp; &nbsp; the Children values<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; deliver in the best way they see fit, providing the necessary development to improve performance and &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; applying appropriate consequences when results are not achieved<br><strong>Ambition</strong>:<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; personal development and encourages others to do the same<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Widely shares their personal vision for Save the Children, engages and motivates others<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Future orientated, thinks strategically<br><strong>Collaboration</strong>:<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Builds and maintains effective relationships, with their team, colleagues, members and external partners and &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; supporters<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Values diversity, sees it as a source of competitive strength<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Approachable, good listener, easy to talk to<br><strong>Creativity</strong>:<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Develops and encourages new and innovative solutions<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Willing to take disciplined risks<br><strong>Integrity</strong>:<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Honest, encourages openness and transparency</p>
<p><br><strong>QUALIFICATIONS AND EXPERIENCE</strong><br>
•&nbsp;&nbsp;&nbsp;&nbsp;A first degree in business administration, Human Resource Management or equivalent.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Minimum 2 years’ experience in a similar role in an International NGO.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Possess proficiency in Microsoft Office products (Word, Excel, Outlook, and PowerPoint).&nbsp;<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Excellent written and verbal communication skills.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Strong and proven experience in people and relationship management.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Ability to manage multiple requests and to liaise with several different departments.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Assertive and pro-active, with the ability to work on own initiative with little supervision.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Good analytical skills with the ability to identify key points from complex material or information.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Good communication skills&nbsp;<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Excellent interpersonal skills with the ability to maintain confidentiality<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Experience of working within a team and team building<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Ability to work in a multi-cultural setting<br>
•&nbsp;&nbsp;&nbsp;&nbsp;A willingness to travel occasionally to field area offices.<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Fluent in English and Swahili<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Comply with the requirements of Save the Children’s Child Safeguarding Policy and other Global Policies<br>
•&nbsp;&nbsp;&nbsp;&nbsp;Commitment to Save the Children Value</p>
<p><strong>Additional job responsibilities:</strong><br>
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.<br><strong>Equal Opportunities:</strong><br>
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.<br><strong>Child Safeguarding:</strong><br>
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.<br><strong>Safeguarding our Staff:</strong><br>
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy<br><strong>Health and Safety:</strong><br>
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.<br><br><strong>THE ORGANIZATION</strong></p>
<p>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.</p>
<p>We are working towards three breakthroughs in how the world treats children by 2030:</p>
<p>No child dies from preventable causes before their 5th birthday.<br>
All children learn from a quality basic education and that,<br>
Violence against children is no longer tolerated.<br>
Save the Children is an equal opportunity employer and seeks to employ and assign the best-qualified talent.</p>
<p>Female Candidates are encouraged to apply.</p>
<p><strong>Disclaimer</strong>:</p>
<p>Beware that there are individuals who may take and use SCI’s name in an attempt to solicit fees from interested job-seekers. We do not use recruiting persons or agencies to help us identify candidates for employment. If you’re contacted by a person promising you recruitment or placement at SCI for a charge, do not accept, and please get in touch with us at SCIFraud@savethechildren.org.</p>
<p>Only shortlisted candidates will be contacted.&nbsp;</p>