Job Description

Job DESCRIPTION

Job Title

Assistant - Admin & Procurement

Grade

I

Contract

Oct 2022 till 31 Dec 2022 (May extendable)

Reporting to

Assistant Manager-Project

Location

Field Office, Hyderabad

Code

Admin-Hyd

Apply

Last date

31 Oct 2022

Background:

Save the Children is a leading, international child rights organisation, with a presence across 120 countries. Founded in 1919 by Eglantyne Jebb, SC since inception is dedicated to reaching out to the most vulnerable and marginalised children, ensuring they survive, learn and are protected. Today, it is India's leading independent child rights not for profit working across 20 states. Started in 2008 in India, and registered as 'Bal Raksha Bharat', we have changed the lives of more than 13 million children till date.

• Mission Statement - To inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.
• Our Vision - Build a world in which every child attains the right to survival, protection, development and participation.

Save the Children believes that every child deserves the best chance for a bright future and that's why we are fiercely committed towards ensuring that children not only survive, but thrive. We run programmes in the remotest corners of India and urban areas to provide quality education and healthcare, protection from harm and abuse and life-saving aid during emergencies to children.

In India, Save the Children work across five core themes; Health & Nutrition (Child Survival), Education, Child Protection, Humanitarian Response, Disaster Risk Reduction and Child Poverty in collaboration with the various government departments, civil society organizations, and communities. Save the Children works for an India in which every child attains the right to survival, protection, development and participation. It is aligned with Save the Children's global breakthroughs by 2030-

• No child dies before his/her 5th birthday due to preventable cause
• All children learn from a quality basic education
• Violence against children is no longer tolerated

Context: (e.g. Dept. description, project or thematic description)

Programme & Policy covers Programme Implementation (with partners or direct implementation), Thematic Expertise (technical knowledge in areas of specialization), and Policy & Programme Impact (advocacy, research, monitoring & evaluation, and quality). The function links grass-roots work with policy changes at the highest level, and manages an ecosystem of partnerships including, but not limited to, community organizations, donors, peer organizations, academic institutions, media, and the state. Each of the four hubs focus on programme interventions in two to three states, and the functional expertise necessary for adding capacity to and leveraging the work on the ground.

Job Purpose:
S/he would be responsible for smooth implementation of project deliverables by supporting project administration requirements and quality procurement. S/he should ensure that the organization Administration and Procurement policies followed in the project in close coordination with State Administration and Procurement Manager & Project Manager.

Role & responsibilities:

• Responsible for the overall maintenance of both the Project Offices -CFLS cum project office at Balapur and Registration Office and Gayathri Nagar
• Organize procurement of consumables / stationery supplies as required for the project office in collaboration with project team and state Admin Officer
• Maintain stock register of consumables and office equipment
• Ensure effective and accountable logistics support to the field team
• Maintain communication with the state and project office through e-mail, courier and post
• Organize travel and stay for the project staffs and beneficiaries visiting outside and for the project visitors
• Provide support in organizing community meetings, workshops, seminars initiated under the project
• Responsible for the overall assets and its maintenance in both the Project Offices
• Maintain all personnel records, leave records including CRF/SRF raising of the project staff
• Ensure management of vehicles and appropriate allocation and their safe use
• Manage support staff /community mobilizers in the project office
• Manage the WIFI / data card service provider
• Coordinate with IT Team on taking timely system back up & storage of project/staff data
• Follow safe data protection and confidentiality practices in storing system backups and file backups.
• Assist administrative support during emergency response as and when required for the relief work
• Prepare weekly and monthly work plans and ensure the plan flow.
• Support for timely and quality project/donor reporting and organizing donor visits.
• Ability to operate and promote cost-effective approaches to maximize resources for children.
• Coordinate with Project lead and state Admin and Logistics officer for cross sharing, learning and improvisation
• Support SC in other jobs as and when assigned in the best interest of children
• Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures

Measures of Performance (
5):

• Quality and quantity of Project / programme implementation in the respective themes
• Efficiency and quality of reports / documents generated under the project
• Quality of PIP and compliance of work plan and cash flow.

Key relationships:

Internal stakeholders

External stakeholders

Multi Thematic & multi- functional team at Project Office level Government and CSOs in the state and in project districts; Children & their families.

Other important features or requirements of the job:

Candidate specification:

Essential

(Required)

Desirable

(Asset)

Experience Minimum of 5 years of experience in development sector

Qualifications

A degree in Administration or Commerce from a recognized institute A PG in Business Administration or Commerce from a recognized University

Skills & Knowledge

• Strong interpersonal skills
• Should have a good understanding of project management and willingness/ability to work with multiple stakeholders
• Excellent proposal writing skills
• Excellent communication and presentation skills
• Excellent knowledge of Office IT packages: Word, Excel, PowerPoint
• Willingness to travel
• Willingness to work irregular hours when the job dictates (such as for events, in emergency response times etc.)

• Strong commitment to the aims and objectives of Save the Children
• Ability to travel frequently to project sites
• Strong verbal and written communication skills in regional language
• Good skills in basic computer applications

Personal Attributes

Good with office administration and large scale procurement experience is required Ability to speak, read and write in English and speak fluently in Telugu & Hindi

Child Safeguarding level required/ appropriate for the role:

Job level

Statement

Level 1

Yes

The role 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 unless the content or location of the role changes, in which case the Child Safeguarding level will be reviewed.

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 (accountant, barrister, solicitor, legal executive); therefore a police check will be required.

Level 3

The role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.