GRADE: 4

TEAM/PROGRAMME: HR & Admin

LOCATION: M&FWFO, Nepalgunj

CONTRACT LENGTH: Fixed-term until December 2018 with possible extension

CHILD SAFEGUARDING: Level 3: the post 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 country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

Save the Children is the leading independent organization for children. We save children’s lives; we fight for their rights; we help them fulfil their potential. We work together, with our partners from civil societies and government, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. We reach approximately two million population and invest over 30 million US dollars annually to reach more children than ever before, through programmes in Health and Nutrition, Education, Child Rights and Governance and Child Protection, Child Poverty, HIV and AIDS, and Humanitarian.

The HR and Admin. Officer will be responsible for maintaining the effective administrative and HR system in place and support to the partner organisation to make sure the compliances of HR and Admin. In addition, S/He will also provide technical assistance to partner NGOs, ensuring the high quality of implementation by maximizing the impact as per the country strategy and annual plans. 

KEY AREAS OF ACCOUNTABILITY:

HR Management

• Support to recruit, screen, interview and hiring employee as necessary, following all HR process and procedures 
  
• Timely and accurately updates the staff personnel file (as per the HR policy) and maintain its confidentiality. Safety measures should be taken to avoid any leakage and/or loss of information. 
  
• Working closely with various departments, increasingly in a consultancy role, assisting line managers to understand and implement policies and procedures
  

Preparing HR documents

• Coordination with various department for annual consultancy plan and update consultancy roster 
  
• Process and prepare Consultancy Requisition Form (CRF), Consultancy Selection Note, Consultancy Agreement and other Consultancy hiring document.
  
• Ensure “best value for money” is achieved through a competitive and transparent procurement process considering quality, availability, time frame of consultancy hiring 
  
• Ensure and facilitate certain level of partner recruitment process in coordination with Project managers.
  
• Comply with Save the Children policies and practice with respect to child safeguarding, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

Administration

• Operate and insure day to day administrative work of the FO. Mobilize staffs as per priority.
  
• Contribute in the design, development, implementation and maintenance of administration, logistics, distribution directives, work at regional office, rules and guidelines, in order to achieve the most cost-effective office management.
  
• Supporting the creation of learning and development programmes for building capacity of Admin/logistics staff involved in all levels.
  
• Ensure the office premises and buildings are kept neat and clean and maintained at all times
  
• Ensure well -functioning of office equipment and their best utilization.
  
• Supervise all the repair and maintenance performed in the office and submit bills for approval with recommendation.
  
• Ensure minimum stock level of office supplies in MFWFO 
  
• Carry out necessary repair and maintenance of office premises and inside office building, electrical machine, printers, photocopiers, etc
  
• Manage admin/Logistics support in arranging different official activities such as training, workshop, meeting etc. in an efficient way.
  
• Arrange for annual staff general health check-up
  
• Collect medical claim forms from staff, process them and send to CO KTM for further processing
  
• Arrange for air ticketing and hotel rooms booking for regional office programs and visitors
  
• Collect casual staff attendance sheet and proceed to make payment 
  
• Ensure house rent agreement on place and make house rent payment as per agreement
  
• All the SCI policies including donors’ requirements are followed all the time and pay attention for making zero non-compliances in Logistic and admin works in the office.
  
• Support Implementing partners to strengthening logistics and administrative system in their offices/ projects.
  
• Provide administration support to districts team when and where as necessary
  
• Support to carry out market survey and analyses the value trend over the period
  
• Support to process and prepare request for quotation, bid analysis, purchase order and other document related to procurement including tracking of purchase status.
  
• Support to update qualified vendor roster and maintain record on performance of the vendor
  
• Support on IT function at field level
  
• Be ready to work on Full Spectrum
  
• Any other tasks given by line manager

Occasional Significant Duties:

• Work as team member in an emergency situation
  
• Carry out other duties when required and requested by the supervisor

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

QUALIFICATION AND EXPERIENCE

• Bachelor’s degree or equivalent in Management or related field(s)
  
• At least 3 years’ experience in related field

Skills

• Interpersonal communication and coordination
  
• Leadership & management
  
• Program designing
  
• Advocacy & lobbying 
  
• Negotiation
  
• Resource mobilization
  
• Reporting writing and analytical skills
  
• Training, coaching, & mentoring