Ethiopia: Office Coordinator

INTRODUCTION

Save the Children is an exciting and dynamic organization that follows a holistic approach to achieve more for children and use its resources in an efficient and sustainable way. In every programming we aim to achieve results at scale, build a partnership to influence others and increase our impact; look for innovative solutions to the problems children faces, campaign for better practice and ensure that Children’s voices are heard.

Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity, and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behavior towards children both in their private and professional lives.

Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.

Job Title: Office Coordinator

Code

Place of Work: Addis Ababa, Ethiopia

Program/Unit: Global Advocacy Offices

Monthly Salary: Based on the organization scale

Length of Contract: Two Years

No. of Position: 1(one)

Job Summary:

Save the Children has a small global advocacy office in Addis Ababa (alongside offices in Brussels, Geneva, and New York) that is registered with the Ministry of Foreign Affairs under the name of “Pan African Office”. The office has responsibility for (i) engaging with international and regional institutions such as the African Union Commission and the United Nations Economic Commission for Africa, and (ii) providing support to Save the Children programmes across the African continent. The office also hosts a number of technical advisors who are focused on a full sub-Saharan Africa portfolio. The Office Coordinator will carry out the day-to-day administrative tasks of the Addis office and will support the Director in their budget management responsibilities.

KEY AREAS OF ACCOUNTABILITY

• Manage advocacy staff registration as well as new staff and manage relations with the Ethiopian labor institution as required
• Liaise with external providers (including insurances and pension) and ensure all staff are enrolled in benefits schemes and appropriate records are kept
• Set up and securely maintain individual staff files and ensure copies of relevant documentation (including contract, references, new starter details, emergency contacts etc) are included
• Maintain staff annual leave records
• Refer any substantive HR queries and any matters related to employment law to the Africa Advocacy Director and to the center HR manager, as appropriate
• Ensure that any formal notifications received by the organization around employment legislation e.g. from the local labor office are forwarded to the Africa Advocacy Director and Centre HR Manager
• Ensure staff is fully aware of office admin processes and that accountability practices are in line with Save the Children’s rigorous compliance practices.
• Undertake other HR administration tasks as requested by the Africa Advocacy Director
• Ensure the office is compliant with Ethiopian Health & Safety legislation and ensure proper management of assets and the property
• Organize and coordinate in a timely manner some aspects of the PAO staff mission travel plans such as visa requests, itineraries, transportation arrangements, security clearances, travel authorizations,
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Ensure the creation and maintenance of accurate and accessible electronic information resources, records and reference tools and compile data and maintain records, electronic databases and resource information of PAO
• Line manage guards, office helper and admin volunteers
• Representation and liaison where and when needed
• Act as the focal point for security and external IT support
• Ensure systems and processes are in place to best respond to support needs
• Also, may assist other staff with overflow work, including data entry and internet research tasks

QUALIFICATIONS AND EXPERIENCE

Essential

· A BA degree in management, business degree or equivalent with at least 4 years of proven experience office management

· Strong awareness of legislation in employment

· Proven ability to build strong effective relationships with staff at all levels

· Used to multi-tasking and prioritizing, and able to effectively manage workload to meet deadlines

· Adaptable and flexible with a willingness to work with other members of the team to deliver a common goal

· Pro-active and solution-oriented

· Proven knowledge of data and administrative management practices and procedures, human resources management practices and procedures

· Fluent written and spoken English and Amharic

· Competence in working with office applications such as word, excel and PowerPoint

· Good communication skills

Skills and Abilities:

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 results are not achieved.

· Put the interest of the organization at the center of all engagements

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, team player

Creativity:

· Develops and encourages new and innovative solutions

· Willing to take disciplined risks.

Integrity:

· Honest encourages openness and transparency; demonstrates highest levels of integrity m

Interested applicants who met the MINIMUM requirements should send the following throughHermela.Assefa@savethechildren.org and diriba.hurisa@savethechildren.orgby January 7, 2018.

a. A CV (not more than 3 pages)

b. A cover letter (not more than one page)

c. A one-page table summarizing your educational background, work experience, technical skills and competencies to facilitate the screening process. Refer the vacancy announcement while doing this.

Please DO NOT SUBMIT copies of transcripts, academic degrees or recommendation letters with the application. You will provide them upon request.

PLEASE MAKE SURE YOU STATE THE CODE OF THE VACANCY ON THE SUBJECT OF YOUR EMAIL.

Save the Children is committed to ensuring that all our personnel and programmes are absolutely safe for children. We undertake rigorous procedures during the recruitment process including background checks to ensure that only people suitable to work with children are allowed to join our organization and all candidates will, therefore, be subject to this scrutiny.

In the selection of its staff, Save the Children is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities.

Note: All travel costs should be covered by the applicant if invited for written exam or interview.