Home Vacancies Admin  Officer- Guest relation – Save the Children

Admin  Officer- Guest relation – Save the Children

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Location: Addis Ababa

Employee Status: Fixed Term

Closing Date: Oct 24, 2021

Admin  Officer- Guest relation  – Ethiopia Country Office
TEAM/PROGRAMME: Administration

GRADE: 4A

LOCATION:  Addis Ababa

Post Type:  National

Child Safeguarding:

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE:

responsible to provide high standard of service to handle guests/visitors request before and after arrival of Ethiopia country office in a professional manner; manage the daily duties of the guesthouse in preparation of menu, petty cash handling, accommodation, shuttle arrangement  inventory control, facility upkeep and supply restocking to provide standard guesthouse service for user;

SCOPE OF ROLE:

Reports to: Admin Coordinator

Dimensions: Save the Children works in — regions in Ethiopia with a current staff complement of approximately — staff and current expenditure of approximately $90+ million each year.

Staff directly reporting to this post:  compound attendants, admin assistant and cooks

KEY AREAS OF ACCOUNTABILITY:

Guest house:

  • Manage and motivate staff under the position holder supervision and ensuring that they have clear work plan and objectives, timely submission of time sheet and receive regular supervision and performance reviews.
  • Manage the guesthouse in strict cost conscious systems providing quality services with minimum affordable costs.
  • Monitoring stock levels and ordering supplies for guesthouse as required
  • Ensure all the items required for guesthouse service are adequately stocked.
  • Performing basic bookkeeping duties for the guesthouse service
  • Assist in maintaining a high standard of cleanliness and hygiene in guesthouse environment including staff member.
  • Ensure appropriate/healthy menu is presented for the guesthouse service
  • Follow-up the quality of guesthouse purchases to provide standard service for the user
  • Make market assessment at least by two months once
  • Keep the record of leave plan and ensure leave has taken as per the plan
  • Maintains all admin related hard copy and electronic filing records specially lease agreement of the Expat
  • Obtains guest feedback on their stay of the country office. If complaints, communicate line manager to take immediate action to solve the problem.
  • Fill timesheet for the staff under the position holder supervision before the deadline
  • Provide the relevant guidance for the staff under the position holder supervision
  • Ensure all the facilities in place at time of  workshop, meetings …… in the guesthouse.

Expat residence management

  • Manage lease agreement for office and international staff resident.
  • Support the international staff for searching house/apartment
  • Handle the inventory of the expat house before the entry and departure of the staff
  • Digitize all the lease agreement, other related records and encode in the SharePoint
  • Communicate expatriate staff before the renewal of any contract one month in advance
  • Work closely with warehouse team to manage the inventory of each expatriate staff
  • Take inventory of the residence before and after the lease agreement
  • Respond any request related to expatriate staff in the country office

Accommodation and logistical arrangement

  • Develop a task schedule for all key operations or activities to be carried out by all Ethiopia country office visitors.
  • Provide support for visitors who come from different part of the world to get relevant information like country profile, security brief upon arrival or during their stay in the country.
  • Facilitate and plan logistics needs for all visitors who come for the business of SCI
  • prepare the payment for the hotels and apartment on a timely basis
  • Work closely with the service provider for the arrangement of shuttle service and other logistical issues
  • Visit the service provider for quality check.
  • Prepare local sim-card for visitor before their arrival.
  • Work closely with supply chain team, admin to manage the overall visitors need and request
  • Work closely with the team to facilitate local ticket booking, sim-card transfer and visa related issues.

Report preparation

  • Compile the visitor’s statistics and report for line manager on a monthly basis
  • Compile and submit report to line manager on a monthly basis.
  • Update the detail of visitor’s update on the system before the arrival of the visitor/s

Others

  • Ensure all the request coming from different users registered online platform and get confirmation
  • Provide support for the canteen staff when required
  • Support visa related and follow-up Immigration related issue
  • Performs other related tasks as required.
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
QUALIFICATIONS AND EXPERIENCE

  • BA degree in Management/Secretarial Science or Management or related from a recognized college
  • 3 years of administrative and general experience
  • Having excellent proficiency in spoken and written English with strong interpersonal skills and demonstrated ability to lead team effectively.
  • Have commitment to work longer hours/weekends or on remote field visits whenever needed.
  • Ability to draft various letters.
  • Commitment to SCI’s aims, values and principles.
  • Good experience in planning, coordinating and implementing work activities.
  • Good knowledge and experience in Project Cycle Management.
  • Very good skill in report writing.

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