The Opportunity

Save the Children International is inviting applications from suitably qualified personnel to fill the position of Administration Officer. The Administration officer position is a central position for planning, implementation and coordination of the administrative operations of the country office. The administration officer will have delegated responsibility for the country office safety and security management and lead in tasks like processing visa for visiting guests and permits for international staff.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

Administrative Support

• Support the Human Resource & Administration Manager in monitoring administrative expenditure factored in the administration budget to ensure cost-effectiveness and prepare monthly reports for the same.
• Co-ordinate the renewal of the leases of office premises and international staff housing and support in quarterly payment of rental invoices.

• Support on all day-to-day admin activities.
• Support in the consolidation of the monthly support teams’ activities report.
• Assist the Human Resources & Administration Manager in overseeing the daily running of the office  and report any key concerns immediately
• Responsible for supplier management for admin-related suppliers.
• Responsible for coordination of visitors to the Country Office.
• Supervise, coach and conduct performance reviews of staff members under her/his supervision

Liaison and Protocols Support

• Responsible for all protocol matters, building and maintaining relationships across all government officials.
• Coordinate the provision of protocol services between Save the Children Malawi Office and other stakeholders including Ministry of Home Affairs and Internal Security, NGO Board, Congoma among others
• Contribute to the improvement of quality and efficient service by applying innovative initiatives to protocol management
• Liaise with internal and external stakeholders to obtain visas, permits to stay for visiting Save the Children International staff  and resident staff.
• Maintain visitors’ tracker and  update in a timely manner for monthly reporting

• Coordinate on all immigration-related matters, ensuring professional liaison with various authorities

Events Management Support

• Support in the coordination of events from conception to effective close-out including flights, hotel accommodation and transportation coordination and effective registration of participants during events
• Support in information dissemination during events while maintaining timelines and priorities for every event
• Support in raising of PRs (Procurement Requests) in Prosave for international events where the requester is not based at the Country Office
• Provide guidance on Visa application processes for participants during international events.
• Maintaining a quarterly updated events tracker for visibility of events taking place at the Country Office
• Provide onsite administrative support in meetings and learning events as per specific requests
• Support in post-event bills analysis from suppliers ensuring that all required supporting documents are shared for ease of payment processing.

Safety & Security related support

• Providing security briefing at events and meetings hosted by the Country Office.
• Develop, socialize and maintain an up-to-date security/communication tree, and conduct quarterly tests of the security/communication tree.
• Quarterly update of the Malawi Pre-departure Information (PDI) document.
• Organise Annual First Aid and Fire Safety training for all staff as part of the Occupational Health and Safety  requirements and ensure office/staff compliance with the OHS best practices.
• Organise Annual Occupational Safety and Health Audit and Fire Safety Audit.
• In liaison with the Human Resources, Administration and Safeguarding team, ensure that the office is conducive with regard to the health and safety of staff.
• Maintain a record of security-related mandatory online courses database in liaison with the HRAS team

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

In order to be successful you will bring/have:

• Bachelor’s degree in Business Administration, Public Administration, Social Sciences from a recognized university
• Minimum 4 years of administration experience or programme support operations with oversight responsibilities in large international non-governmental organizations or other international relief/development bodies
• Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
• Experience in dealing with Immigration and the INGO Board
• Resourcefulness and creativity in developing the role of administration and ensuring the most effective support ;
• High level of maturity, and strong people management skills, with experience in a multicultural and diverse team;
• Strong communication and interpersonal skills
• Cross-cultural experience, understanding and sensitivity; Commitment to and understanding of Save the Children’s aims, values and principles.

Location:  Lilongwe Country Office

The Organisation

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.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5 ^th  birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.  A copy of the full role profile can be found at  www.savethechildren.net/careers

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.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

To avoid disappointment, you are advised to submit your application as soon as possible as we reserve the right to close the vacancy early if a high volume of applications are received. This is to ensure that we can manage application levels whilst maintaining a positive candidate experience. Unfortunately once a vacancy has closed, we are unable to consider further applications.