CHILD SAFEGUARDING:

Level 1:  the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.

ROLE PURPOSE:

The Administration Assistant will provide effective and timely administrative support to the SSSM project, ensuring the smooth and efficient day-to-day functioning of the project office and administrative operations. The position holder will support reception management, office coordination, documentation, logistics, supplies, travel arrangements, meetings, and other administrative processes in accordance with Save the Children policies, procedures, and project requirements.

The position holder will coordinate with project teams and relevant departments to facilitate the timely completion of administrative tasks, maintain organized records and filing systems, and ensure that office facilities, supplies, equipment, and other administrative resources are properly managed. The role requires strong communication, organizational, coordination, and problem-solving skills, with a proactive and service-oriented approach.

The Administration Assistant will also support the Administration/Operations function in streamlining administrative procedures, coordinating routine office activities, allocating administrative responsibilities, and ensuring that day-to-day office operations are conducted efficiently and professionally to support effective implementation of the SSSM project.

SCOPE OF ROLE:

Reports to: Admin and Security Coordinator

Staff reporting to this post: Kitchen staff, janitors and office helper

Budget Responsibilities: NA

Role Dimensions:

KEY AREAS OF ACCOUNTABILITY

1. Office Administration & Support

• Provide day-to-day administrative support for the smooth functioning of the SSSM project office.
• Coordinate routine administrative procedures, correspondence, filing, records, and documentation in line with Save the Children policies.
• Support office setup, relocation, maintenance, and other administrative arrangements.
• Coordinate with relevant departments and service providers to address routine office requirements.

2. Facilities, Supplies & Assets

• Monitor office supplies, stationery, equipment, and facilities and ensure timely replenishment, maintenance, and repair.
• Maintain accurate records of supplies, equipment, assets, leases, and service agreements.
• Liaise with landlords and service providers to resolve routine maintenance and facility-related issues.

3. Staff & Meeting Support

• Support staff with routine administrative requirements, including travel, accommodation, onboarding, meetings, and documentation.
• Coordinate logistical arrangements for meetings, workshops, trainings, conferences, and field activities.
• Arrange venues, refreshments, equipment, materials, and other participant requirements.

4. Budget & Procurement Support

• Monitor routine administrative expenditures and maintain supporting documentation.
• Support administrative budget tracking and provide relevant information to the supervisor and Finance team.
• Ensure administrative purchases comply with approved budgets and procurement procedures.
• Identify cost-efficiency opportunities and flag budget or expenditure issues.

5. Compliance & Coordination

• Ensure administrative activities comply with Save the Children policies, procedures, and applicable regulations.
• Maintain confidentiality and proper handling of administrative and operational information.
• Coordinate with Finance, HR, Procurement, Supply Chain, Programs, and Operations for timely administrative support.
• Identify administrative gaps and support improvements to systems and processes.

6. Operational & Team Support

• Provide routine support to administrative staff, drivers, and service providers as assigned.
• Support the supervisor in monitoring the quality and timely delivery of administrative services.
• Maintain effective working relationships with staff, partners, government counterparts, vendors, and other stakeholders.
• Support field activities and other operational priorities and undertake additional duties assigned by the supervisor.

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’s or Master’s degree in Business Administration, Management, Public Administration, or another relevant field.

EXPERIENCE AND SKILLS:

Essential:

• 2–3 years of relevant experience in administration, office management, or operations support, preferably with an NGO or development organization.
• Good understanding of office administration, facilities, supplies, and asset management.
• Basic understanding of administrative budgeting, procurement, and financial procedures.
• Strong interpersonal and communication skills.
• Ability to work effectively as part of a team and coordinate with multiple departments and service providers.
• Proficiency in MS Office applications and routine administrative systems.

Desirable:

• Knowledge of the Sindh context and experience working in Sindh will be an asset.

Additional Job Responsibilities:

Any other duties assigned by the supervisor.

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.

Save the Children has zero tolerance towards Sexual Exploitation and Abuse, Fraud, Bribery and Corruption.