Save the Children is the leading independent organization for children in need, with programs in over 120 countries, including the United States. We aim to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives by improving their health, education and economic opportunities. In times of acute crisis, we mobilize rapid assistance to help children recover from the effects of war, conflict and natural disasters. Each year, we and our partners reach millions of children in communities around the world.
We are recruiting to fill the position below:
Job Title: Administration Manager
Location: Abuja, Nigeria
Joy Type: Full-time
Role Purpose
- To develop, manage and co-ordinate the overall functioning of administrative support systems for the country office, service providers and country office led events. This includes office management, facilities management, development and maintenance of policies and procedures, travel, and staff management.
- The Administration Manager contributes to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to Save the Children Quality Standards and the NGO Code of Conduct, and endeavours to implement effective administration systems.
Key Areas of Accountability
- Management of Office facilities and travel for the Country operations
- Ensure the Country Office is well equipped, has sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency
- Oversee the maintenance of Country office premises/residences, furniture, fittings and all equipment in a fully functioning state.
- Pro-actively identify potential problems affecting staff and the running of the office, proposing solutions and working to put them in place
- Manage the Support Services budget including preparation and monitoring; manage cash flow forecasting and supervise the petty cash for support services
- Manage and supervise the Administrative Assistants
- Liaise with the Programme Operations (field and Abuja) to ensure that shared office support functions run smoothly, and resources are used efficiently and effectively.
- Ensure compliance with Save the Children Quality Standards, Global Policies and Guidelines
Office Management:
- Manage and oversee all day to day office management issues to ensure smooth running SC office
- Develop and manage plans for office seating to ensure that all staff are suitably accommodated
- Ensure that meetings/workshop services provided to SC is efficient and effective
- Ensure effective reception management and that there is always appropriate cover and a professional service is provided at all times to staff and visitors
- Ensure the effective flow of information between the Abuja, and State Offices
- Oversee the equipment and inventory in accordance with SC Global Policies and Guidelines. This includes safety/security and maintenance of equipment;
- Responsible for ensuring the COs has adequate supply of stationery, consumables etc and ensure its effective use
- Liaise with other departments on tender processes for contractors for support services including travel, hotel, etc
- Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money
Facilities Management:
- Ensure premises are fit for purpose and suitably equipped and a tidy and professional appearance is maintained
- Develop and maintain general office equipment track; regularly evaluate equipment and plan/recommend up-grade for future needs and also the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save SCI resources.
- Manage, communicate, implement and maintain office Health and Safety procedures including annual risk assessments and in consultation with the Head of Safety and Security develop evacuation and accident procedures
- Ensure full Health and Safety induction of new staff
- Carry out a monthly maintenance and Health and Safety check, and arrange, as required for any work to be carried out
- Liaise with landlords on all SC rented properties
- Oversee the overall maintenance of the residence/office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized
- Review and annually update all contracts and leases and ensure they are kept up to date and that all leases are compliant with the Nigeria government tax and other legal requirements
- Oversee the annual preparation of the renewal of licenses and permits as appropriate
- Support field office facilities management
Policy and Procedures Administration:
- Develop, keep updated the Administration Policies and Procedures Manual; ensure communication of the policies across the program; monitor implementation and compliance
- Ensure compliance with Quality Standards in relation to Office management, travel and general administration (facilities, rents, NGO registration etc)
Travel, Logistics & Events:
- Oversee the management for all travel, business visas, and accommodation for visitors, consultants, and staff on official Save the Children business. Ensure that travel is on schedule and cost effective and that visits to Country Programmes occur with a minimum of disruption and downtime.
- Ensure that meetings and conferences are effectively managed in the CO ensuring value for money and transparency in all the processes.
Staff Management, Mentorship, and Development:
- Ensure appropriate staffing within Administration department
- Supervise and manage Administration team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
- Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff
- Incorporate staff development strategies and Performance Management Systems into team building process.
- Manage the performance of all staff in the Administration Unit to ensure staff optimise their potential in pursuit of Save the Children’s objectives through:
- Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
- Coaching, mentoring and other developmental opportunities;
- Recognition and rewards for outstanding performance;
- Documentation of performance that is less than satisfactory, with appropriate performance improvements/ workplans
Financial Management:
- Management Delegated budget for support services in line with SC financial Management procedures.
- Prepare Budget and provide costing and inputs in to new proposals and Annual Country Plans.
- Phase budget on a monthly basis and prepare monthly Cash forecast.
Government & External Relations:
- Ensure Save the Children is duly registered with relevant government agencies
- Support the Country Director in establishing & maintaining positive relations with relevant Federal Government Agencies, National Planning Commission (NPC) etc, and ensure regular contact is maintained
- Oversee that processes that ensures Save the Children is duly registered with government eg agreement with that the National Planning Commission (operating license, MoU); and that the necessary reports/documentation to government agencies are submitted in a timely manner
- Ensure that all SC insurance policies are in place and implemented by the relevant departments.
Other responsibilities:
- The post holder may carry out other duties in addition to or instead of those outlined above which may reasonably be required from time to time as requested by line manager or Country Director or his/her designate.
Working contacts:
- Internal: Regular liaison with the country management team
- External: Regular liaison with NPC and relevant government bodies, SC legal counsel, suppliers of goods and services, contract staff, local organisations and institutions required to ensure the smooth running of the office.
Skills and Behaviours (our 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 others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically
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
Skills & Experience
- University Degree in Business Administration, or equivalent in relevant field
- A minimum of 5 years of experience in a senior administration role in a corporate or an NGO environment
- Proven ability to provide high level support to management teams.
- Ability to plan and organise a substantial workload that including complex, diverse tasks and responsibilities
- Experience of managing and developing teams
- Experience of setting up and maintaining management information systems and office systems.
- Experience of effective budget development and management.
- Experience of negotiating service contracts and ensuring value for money.
- Excellent communication skills in order to deal tactfully and sensitively with a wide range of people.
- Excellent organisational skills and a track record of consistently prioritising delivering on time.
- A high level of computer literacy.
- Good judgement, initiative and problem solving ability
- Commitment to Save the Children’s mission and values
Desirable:
- Willing and able to travel around the States as needed.
- Experience in working in a diverse international team
- Experience working in Emergencies
How to Apply
Click here to apply online
Job Title: Project Manager – OFDA
Location: Borno, Nigeria
Introduction
- Save the Children is seeking a Project Manager for its proposed 12-month ECHO funded program in Borno, Nigeria to provide support to internally displaced and host community households in Borno State.
- In order to facilitate access to food for vulnerable displaced and host community households lacking access to agricultural lands, or with otherwise constrained income earning opportunities and reduced market access, while at the same time supporting existing food vendors, SC will target households with unconditional food voucher transfers, protection and nutrition support.
- We are currently seeking a Project Manager to lead this project in Borno, Nigeria.
- The Project Manager (PM) will be based in Maiduguri and work under the supervision of the Area Operations Manager to provide technical and operational guidance, support monitoring and evaluation, and ensure quality of the project.
- He/she will also ensure effective financial and operational management of the project.
Working closely with the AOM , Humanitarian Project Manager, Head of Food Security and Livelihoods, and the Food Security and Livelihoods Coordinator:
- Administer the development and successful implementation of work plans and oversee the creation of reports and other deliverables to ECHO in a timely and accurate manner.
- Oversee and support implementation through a local partner, including the supervision of proper targeting, identification, registration, and monitoring of beneficiary lists to prevent overlap with other humanitarian programs in the intervention zone.
- Quality technical leadership and advice to the local partner around the design, implementation and monitoring of project work at state and community levels.
- Coordinate closely with other humanitarian actors and UN agencies carrying food vouchers, and food distributions for geographic mapping and to ensure program activities are in line with national and humanitarian food security priorities.
- Ensure that efficient systems are in place to support all aspects of project activity, including financial and grant management, project monitoring and evaluation, and sub grant management, and that they support the effective use of project resources in compliance with ECHO regulations.
- Work closely with the Monitoring, Evaluation, Accountability, and Learning (MEAL) team to develop appropriate monitoring and evaluation plans and to capture learning opportunities around the effectiveness of voucher-based programming, and in particular, the use of e-vouchers.
- Ensure regular monitoring of the market prices and generation of monthly market assessment reports.
- Work with the logistics team in the identification and selection of vendors to participate in program activities
- Ensure that all vendors working on the program are abreast with and respect all SCI rules/regulations pertaining to the program as well respect the rights and privileges of beneficiaries
- Maintain close contact with the service providers facilitating the food assistance program and ensuring timely replenishment of beneficiary accounts as well as tracking beneficiary transactions.
- Ensure compliance with all grant, ECHO and government provisions, and timely fulfilment of all project programmatic reporting requirements.
- Oversee timely expenditure of approved budgets, avoiding both under spending and overspending on grant line items.
Othe Roles Include
Personnel and Administration:
- Supervise emergency field based project staff: conduct performance evaluations, identify staff skills development needs and assist the AOM to meet these needs, provide management support to staff as needed, and maintain office policy of respect and communication between supervisors and subordinates.
- See that all staff are aware of and understand SC policies and procedures; take appropriate disciplinary measures as needed.
- Promote accountability, communicating expectations and providing constructive feedback through regular performance reviews.
- Responsible for the timely recruitment, orientation, and training of new staff as needed.
- Ensure all administrative procedures are followed, such as those regarding vehicle use and procurement; ensure logistics/administrative staff provides sufficient and timely support to programs and programmatic staff, and that data collection processes are standardized and applied by all field staff.
Representation and Leadership:
- Represent Save the Children in humanitarian coordination fora within the State as and when required.
- Maintain good working relationships with officials and other humanitarian actors, particularly those within the relevant government agencies (State Emergency Management Agency), ACF, IOM, and UN agencies.
- Represent SC and maintain good working relationships among the international and local NGO community, among community leadership structures and community-based organizations, and with visiting donor teams and other key contacts.
- Keep abreast of NGO, government, and donor initiatives relevant to SC’s work.
- Maintain focus on SC program principles.
- Encourage teamwork, openness, and honesty among State staff and between SC and its partners.
Monitoring and evaluation:
- Where security permits, the PM will make regular visits to field sites, to monitor and oversee project implementation and offer advice.
- Support program assessments, evaluations and other reviews required in the program.
- Contribute to situation/response analysis and development of food security and livelihoods strategy documents and sector response plans ensuring integration with other sectors.
- Coordinate with the MEAL team the timely development of periodic evidence-based project impact reports, captured through Post Distribution Monitoring and ensuring that lessons learnt and best practices are factored into project implementation.
- Contribute to the development and deployment of project-specific assessment/survey tools and templates
Qualifications and Experience
Essential:
- Education: MA / MSc level (or equivalent field experience) in Agriculture, Rural Development, Development Studies and other relevant qualifications
- Extensive experience of working within a senior management role within a complex country programme in an emergency response or fragile state
- Previous experience of managing programme teams in large-scale first phase emergency response is essential
- Experience of M&E and beneficiary accountability systems in large complex programmes
- Experience of developing and negotiating successful partnerships with institutional donors
- Proven ability to influence change at an operational and strategic level
- Politically and culturally sensitive with qualities of patience, tact and diplomacy
- A high level of written and spoken English
- The capacity and willingness to be extremely flexible and accommodating in difficult and sometimes insecure working circumstances.
- Commitment to the aims and principles of SC. In particular, a good understanding of the SC mandate and child focus and an ability to ensure this continues to underpin our support
Desirable:
- Fluent in English
How to Apply
Click here to apply online
Job Title: Project Manager – ECHO
Location: Borno, Nigeria
Background
- Save the Children is seeking a Project Manager for its proposed 12-month ECHO funded program in Borno, Nigeria to provide support to internally displaced and host community households in Borno State.
- In order to facilitate access to food for vulnerable displaced and host community households lacking access to agricultural lands, or with otherwise constrained income earning opportunities and reduced market access, while at the same time supporting existing food vendors, SC will target households with unconditional food voucher transfers, protection and nutrition support.
- The Project Manager (PM) will be based in Maiduguri and work under the supervision of the Area Operations Manager to provide technical and operational guidance, support monitoring and evaluation, and ensure quality of the project.
- He/she will also ensure effective financial and operational management of the project.
- Working closely with the AOM , Humanitarian Project Manager, Head of Food Security and Livelihoods, and the Food Security and Livelihoods Coordinator:
- Administer the development and successful implementation of work plans and oversee the creation of reports and other deliverables to ECHO in a timely and accurate manner.
- Oversee and support implementation through a local partner, including the supervision of proper targeting, identification, registration, and monitoring of beneficiary lists to prevent overlap with other humanitarian programs in the intervention zone.
- Quality technical leadership and advice to the local partner around the design, implementation and monitoring of project work at state and community levels.
- Coordinate closely with other humanitarian actors and UN agencies carrying food vouchers, and food distributions for geographic mapping and to ensure program activities are in line with national and humanitarian food security priorities.
- Ensure that efficient systems are in place to support all aspects of project activity, including financial and grant management, project monitoring and evaluation, and sub grant management, and that they support the effective use of project resources in compliance with ECHO regulations.
- Work closely with the Monitoring, Evaluation, Accountability, and Learning (MEAL) team to develop appropriate monitoring and evaluation plans and to capture learning opportunities around the effectiveness of voucher-based programming, and in particular, the use of e-vouchers.
- Ensure regular monitoring of the market prices and generation of monthly market assessment reports.
- Work with the logistics team in the identification and selection of vendors to participate in program activities
- Ensure that all vendors working on the program are abreast with and respect all SCI rules/regulations pertaining to the program as well respect the rights and privileges of beneficiaries
- Maintain close contact with the service providers facilitating the food assistance program and ensuring timely replenishment of beneficiary accounts as well as tracking beneficiary transactions.
- Ensure compliance with all grant, ECHO and government provisions, and timely fulfilment of all project programmatic reporting requirements.
- Oversee timely expenditure of approved budgets, avoiding both under spending and overspending on grant line items.
Othe Roles Include
Personnel and Administration:
- Supervise emergency field based project staff: conduct performance evaluations, identify staff skills development needs and assist the AOM to meet these needs, provide management support to staff as needed, and maintain office policy of respect and communication between supervisors and subordinates.
- See that all staff are aware of and understand SC policies and procedures; take appropriate disciplinary measures as needed.
- Promote accountability, communicating expectations and providing constructive feedback through regular performance reviews.
- Responsible for the timely recruitment, orientation, and training of new staff as needed.
- Ensure all administrative procedures are followed, such as those regarding vehicle use and procurement; ensure logistics/administrative staff provides sufficient and timely support to programs and programmatic staff, and that data collection processes are standardized and applied by all field staff.
Representation and Leadership:
- Represent Save the Children in humanitarian coordination fora within the State as and when required.
- Maintain good working relationships with officials and other humanitarian actors, particularly those within the relevant government agencies (State Emergency Management Agency), ACF, IOM, and UN agencies.
- Represent SC and maintain good working relationships among the international and local NGO community, among community leadership structures and community-based organizations, and with visiting donor teams and other key contacts. Keep abreast of NGO, government, and donor initiatives relevant to SC’s work.
- Maintain focus on SC program principles.
- Encourage teamwork, openness, and honesty among State staff and between SC and its partners.
Monitoring and Evaluation:
- Where security permits, the PM will make regular visits to field sites, to monitor and oversee project implementation and offer advice.
- Support program assessments, evaluations and other reviews required in the program.
- Contribute to situation/response analysis and development of food security and livelihoods strategy documents and sector response plans ensuring integration with other sectors.
- Coordinate with the MEAL team the timely development of periodic evidence-based project impact reports, captured through Post Distribution Monitoring and ensuring that lessons learnt and best practices are factored into project implementation.
- Contribute to the development and deployment of project-specific assessment/survey tools and templates
Qualifications and Experience
Essential:
- Education: MA / MSc level (or equivalent field experience) in Agriculture, Rural Development, Development Studies and other relevant qualifications
- Extensive experience of working within a senior management role within a complex country programme in an emergency response or fragile state
- Previous experience of managing programme teams in large-scale first phase emergency response is essential
- Experience of M&E and beneficiary accountability systems in large complex programmes
- Experience of developing and negotiating successful partnerships with institutional donors
- Proven ability to influence change at an operational and strategic level
- Politically and culturally sensitive with qualities of patience, tact and diplomacy
- A high level of written and spoken English
- The capacity and willingness to be extremely flexible and accommodating in difficult and sometimes insecure working circumstances.
- Commitment to the aims and principles of SC. In particular, a good understanding of the SC mandate and child focus and an ability to ensure this continues to underpin our support
Desirable:
- Fluent in English
How to Apply
Click here to apply online
Deadline: 26th June, 2017.
Note: Due to the urgency to fill this position applications will be assessed as they are received and only shortlisted candidates will be contacted.
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