CHILD SAFEGUARDING: Level 2: either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position; therefore a police check will be required.
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ROLE PURPOSE: The Administration & Logistics Officer is responsible for the effective application of SC administration and logistics policies and practises and enforcement of SC administration and logistics reporting systems and internal control procedures and will provide support to the Zanzibar Programme.
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SCOPE OF ROLE:
Reports to: Save the Children Zanzibar Representative
Dimensions:
Number of direct reports: Drivers, Admin Assistants, Office Attendants
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KEY AREAS OF ACCOUNTABILITY:
- The Administration and Logistics Officer will run the reception at the Save the Children Office in Stone Town, including work with the programme management team to support and strengthen programme administration and all sorts of logistics functions (travel bookings etc.)
- Supervise the Drivers and Office Attendant. Conduct one to one and Performance Management Review.
- Ensure that the programme is provided with adequate logistical support on procurement of goods and services.
- Ensure the fleet and other equipment are in good and sound condition including documents updates.
- Prepare relevant paperwork to process payments with respect to taxis services provided by companies and or individuals following approval processes.
- Maintain the fleet book/tracking system and ensure that these are updated timely and as and when necessary.
- Proactively inform users when plans change /delays are anticipated and follow up all pending issues
- Ensure that Save the Children’s vehicles are safe and roadworthy at all times.
- Ensure that services/repair for all the projects vehicles for Zanzibar are planned and conducted on a timely basis (to minimize disruption) by the approved Garage(s). Maintain a tracking schedule to facilitate the monitoring and planning of servicing and repairs
- Supervise quotation/estimated costs received from garage and make recommendations to the Programme Manager for approval before service /repair is done.
- Responsible for engaging with the garage to ensure the repairs are done economically and the paper trail in support of the repairs complies with Save the Children Procedures.
- Supervise the drivers in monitoring the cleanliness of the interior and exterior of the vehicles.
- Ensure that all vehicles contain the necessary items and equipment as per the guidelines. (e.g., First Aid Kit, Maps)
- Prepare monthly performance reports for vehicles and submit to the Zanzibar Representative and the Logistics Manager in Dar
- Oversee and issue fuel coupons to drivers in compliance with procedures
- Review and sign off on a transport log sheet on completion of the sheet.
- Supervise the preparation of monthly analysis of fuel consumption against KMs’ and prepare supporting documentation for the payment to supplier and investigate any discrepancies.
- Prepare personal usage schedules for refund by the relevant staff and follow up to ensure payment is made.
- Prepare the monthly analysis of fuel consumption and submit it to the Zanzibar Representative and the Logistics Manager in Dar.
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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
- Vastly service minded
Integrity:
- Honest, encourages openness and transparency; demonstrates highest levels of integrity
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QUALIFICATIONS AND EXPERIENCE
Essential
- Degree/ diploma in business administration and/or logistics management
- At least 4 years experiences on the areas of administration and logistics
- Experience in supporting and training other staff is an added advantage
- Demonstrated good skills and experience in managing office administration and logistics systems.
- Knowledge and experience of computer applications (MS Word, excel, etc)
- Good personal organisational skills including time management and ability to meet deadlines.
- Good communication and interpersonal skills
- Ability to work as part of the team and to fit in well within multicultural organisation
- Attention to detail and accuracy essential
- Ability to work under pressure.
- Commitment to and understanding of Save the Children’s values, principals and Child Safeguarding policy.
- Fluent in English and Kiswahili (both orally and written)
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