CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The objective of this position is to ensuring smooth functioning of support functions/activities in the respective field area. This position provides administrative support to logistics department for off-the-shelf procurements, documentation, filing and preparation of procurement related reports/payments.
KEY AREAS OF ACCOUNTABILITY:
Procurement:
- Manage procurement of supplies, materials and equipment as per procurement plan in a cost-effective and transparent manner
- Manage routine nature of procurement through framework agreements.
- Ensure all procurement are carried out in an orderly & timely manner, as per SCI Procurement Policy and from vetted supplier
- Maintain good relation with vendors and update their record.
- Update procurement trackers on daily basis and share monthly KPI with all concerned.
SECURITY
- Sharing security alerts, updates and advisories via email, phone and SMS with the staff members to keep them informed of prevailing security situation
- Conducting security induction briefings of newly hired staff as well as with the visitors who are on visit to the area of operation
- Dealing with NOCs and security arrangements for staff and visitors
- Maintaining & updating emergency contact details of staff and emergency communication tree
- Coordination with Law Enforcement Agencies and INGOs
- Conducting different drills/ trainings of all staff members and helping them in understanding their roles and responsibilities in case of an emergency
- Reporting security violations to Sr. Program Coordinator and Security specialist.
- Sharing security sitreps of the region with the Country Security Management Team
- Conducting security assessments of hotels, guest houses of the area to be used for visitors and event managements whenever required
- Ensuring the compliance of organization’s policies and procedures
ADMIN:
- Ensure office cleanliness and maintain good working environment in office.
- Keep close coordination with the local authorities, law enforcement agencies and maintain data base for all important contacts such as police rescue, fire brigade, civil defence, hospitals and WAPDA / telephone complaints offices to meet an emergency.
- Manage travel arrangements (Air tickets and accommodation) of field staff in timely, safe and cost effective manner.
- Manage all training arrangements inside, within and out of district level.
- Arrangement of all utilities bills and ensure their timely payment.
- Availability of office supplies & stationary and maintaining their record.
Fleet Management:
- Ensure that fleet operation is carried out in compliance with SCI fleet policy and SOPs pertaining to fleet management are followed.
Warehousing:
- Make sure that activities involved in warehouse operations are fulfilling desired protocols and stocks are maintained according to warehouse protocols.
Assets Management:
Ensure that information related to assets/GPE is updated, reviewed, and recorded
BEHAVIOURS (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
Bachelor Degree in Social Sciences, Master degree in Social sciences will be preferred. i.e. (BBA, MPA, MBA, etc. or equivalent.
EXPERIENCE AND SKILLS
Essential
- Total work experience of 3-4 years and 2 year of relevant experience (Sector specific).
Desireable
- Willingness and ability to change work practices and hours with incoming surge teams in the event of an emergency;
- Excellent interpersonal, communication and presentation skills;
- Good organization skills;
- Computer literacy with strong knowledge of MS Office;
- Fluent spoken and written English language;
- Ability to work independently to a high professional standard;
- A service oriented attitude;
- Sensitive to cultural and political environment;
- Knowledge of Pakistan and respective region;
- Commitment to Save the Children values;
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.
Child Safeguarding:
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.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.