ROLE PURPOSE: 

The Programme Support Assistant is responsible for (i) the admin support to the staff and office management to ensure smooth functioning of the office, premises maintenance, office equipment, manage incoming and outgoing mails, office supplies, flights booking, workshops or trainings support, supervise the domestic staff, etc.  and (ii) support given to the logistics team in collecting quotations, follow up with payments and any other support may be needed from the logistic and finance team.(iii) Attending staff meetings and taking minutes, acting as a liaison between different departments
As part of SC’s dual mandate, the Admin Assistant will participate in emergency preparedness activities and be ready to support HR, Supply Chan and Finance functions in an emergency.  

SCOPE OF ROLE: 

Reports to: Field Manager
Staff reporting to this post: N/A

KEY AREAS OF ACCOUNTABILITY :

Administrative Responsibilities:
    Introduce and implement general administrative systems and procedures based on Save the Children’s Admin policies under the supervision of the director supervisor.
    Supervise all the repair/maintenance & electrical works performed by building owner/care taker as and when needed based on the signed contracts.
    Supervise Housekeepers to ensure that office and houses are properly cleaned, drinking water, cooking gas is adequately stocked, office supplies and residence house and cleaning supplies are adequately stocked and purchased in time.
    Liaison with the safety and security Coordinator to deal with obtaining staff Asayesh registration and Criminal record obtaining for the new starters and organize meeting the respective Government offices as and when advised by supervisor  
    prepare support letter to staff when needed and develop database for the contacts including the governmental, nongovernmental, private sector, etc 
    Maintain office supplies, office printer’s needs of toners and office stationary and consumable supplies inventory checks.
    Manage hotel booking, trainings for staff and timely submit payments through ProSave and Ariba system.
    Update and register staff SCI SIM cards tracker and its issue forms.
    Any other related tasks as requested by Supervisor.
    Schedule job interviews with candidates in accordance with SC procedure.
    Support the documentation of HR related forms.
    Maintain accurate, update and well organize confidential HR filing system. 
    Regularly update staff data in the online HR database (Oracle).
    Support the tracking of employee time-sheets and review leave/vacation balances against staff attendance daily report.
    Support HR Officer in maintaining tracking sheets for all staff, service and incentives and daily works, for contracts expiring note and renewals. 
    Maintain and update HR documents in the SharePoint.
    Archive and Scan all HR related documents.

Finance Responsibilities:
    Maintain Filing system and record inventory of vouchers for DHK Office
    Scanning all finance  related Documents . 
    Assist in preapring Cash and Bank Payments
    Participate in quarterly and annual audits for financial documents
    Approving PRs, Throught Ariba System.
    Other Tasks Requested.

Supply Chain Responsibilities:
•    Procurement of supplies and services as advised by the Supply Chain Officer where delegated
•    Preparation of Supply Chain payment documents for review and further approval by budget holders. 
•    Recording and tracking of payments upon approvals and submission to Finance (offline Payments)
•    Filing and archiving paperwork and documentation in the department.
•    Supporting with preparations and readiness for Pro-Save Source to Pay Procurement System implementation
•    Scan all Supply chain related files and documents.
•    Assist to Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with SCI and donor specific policies, in collaboration with the Supply Chain Officer
•    Assist in the maintenance of the suppliers list using the ProSave  and Registration Form
•    Any other duties as required by line manager.

Collaboration and Representation
•    Work closely with programs.

Emergency Preparedness and Response 
•    In case of emergency, be prepared to support office in general