Job Description
Save the Children East Africa Regional Office (EARO) is looking to recruit for the following position:
Job Title: Specialized Support Coordinator
Team / Programme: Regional Support Services Team
Location: East Africa Regional Office – Nairobi
Grade: 3 Contract
Duration: Fixed Term
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
About us: For over 90 years, Save the Children has been making a difference in children’s lives in more than 120 countries.
We are the world’s largest independent child rights organisation, underpinned by a vision in a world in which every child attains the right to survival, protection, development and participation.
Our mission to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.
Save the Children is an organization for talented people with different backgrounds and perspectives.
We are proud that our people are representative of the children we work with and we thrive on our diversity.
We are an equal opportunity organisation dedicated to our core values of Accountability, Ambition, Collaboration. Creativity and Integrity.
Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behaviour towards children both in their private and professional lives.
The East African Regional Office is responsible for 7 countries in East Africa, including Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan and Ethiopia, with a current staff complement of approximately 3500 staff, and current expenditure of approximately $200 million each year.
Role Purpose: As a key member of the Regional Office’s Support Services team you will be the trusted partner of the Support Services Manager on matters where specialized support is required.
You will be responsible to organize regional, pan-African and international conferences, workshops and trainings on behalf of Save the Children.
Additionally you will be responsible as the focal person for all RO based Technical Advisers to coordinate and facilitate their support needs, from onboarding to close of contract.
Your role is also mandated to ensure service provision to visitors from abroad.
Although this role primarily focusses on the Regional Office, support to regional and pan-African teams is expected. Limited travel will be expected.
Scope of Role:
Reports to: Regional Support Services Manager
Dimensions: Save the Children works in 7 countries in East Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan and Ethiopia) with a current staff complement of approximately 3500 staff and current expenditure of approximately $200 million each year
Staff directly reporting to this post: (1) Administration Assistant
Key Areas of Accountability:
- Comprehensive Events management from conception to completion
- Life-cycle Support to Technical Advisors
- Specialized Support to Regional & Multi-Country Program unit and/or Regional Response teams
Key Duties:
1. Events management
- Develop; coordinate and ensure quality procedures and standards regarding events management
- Directly oversee the coordination of events from conception to effective close-out including flights, hotel accommodation and transportation coordination and effective registration of participants during events.
- Support and build capacity of other administrative teams to coordinate and host events
- Delivering events on time, within budget, that meet (and hopefully exceed) expectations.
- Setting, communicating and maintaining timelines and priorities for every event
- Communicating, maintaining and developing relationships with program partners
- Managing supplier relationships
- Responsible for coordinating Visa applications for participants during international events.
- Managing supplier relationships
- Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).
- Prepare and update costs analyses for all parties planning events and meetings
2. Support to Technical Advisers
- Focal person to ensure incoming Technical Advisers (TA) have access to information and sign on to legal relationship with Save the Children International’s EA regional office
- Liaise with member parties and TA; and coordinate the onboarding of TA, including information sharing; reconnaissance visits and ensuring access to all services
- Facilitate with all departments for induction of TA ; desk space; and other onboarding requirements
- Oversee TA master contact list and communications protocols as it relates to TA
- Support meetings and learning events as per specific requests
- Managing database of temporary housing
3. Specialized support to other units based at EARO
- Provide support to Humanitarian teams when hosted at EARO
- Provide specialized support to RMCPU by providing oversight and capacity support to their events officer
- Provide guidance on travel policies and procedures to all
- Provide support to temporary placements (and visitors) at EARO
- Manage visitor roster of R&R personnel from countries in region
- Line Manage Admin Assistant for Specialized services
4. Events management
- Develop; coordinate and ensure quality procedures and standards regarding events management
- Directly oversee the coordination of events from conception to effective close-out
- Support and build capacity of other administrative teams to coordinate and host events
- Delivering events on time, within budget, that meet (and hopefully exceed) expectations.
- Setting, communicating and maintaining timelines and priorities for every event
- Communicating, maintaining and developing relationships with program partners
- Managing supplier relationships
- Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).
- Prepare and update costs analyses for all parties planning events and meetings
5. Support to Technical Advisers
- Focal person to ensure incoming Technical Advisers (TA) have access to information and sign on to legal relationship with Save the Children International’s EA regional office
- Liaise with member parties and TA; and coordinate the onboarding of TA, including information sharing; reconnaissance visits and ensuring access to all services
- Facilitate with all departments for induction of TA ; desk space; and other onboarding requirements
- Oversee TA master contact list and communications protocols as it relates to TA
- Support meetings and learning events as per specific requests
- Managing database of temporary housing
6. Specialized support to other units based at EARO
- Provide support to Humanitarian teams when hosted at EARO
- Provide specialized support to RMCPU by providing oversight and capacity support to their events officer
- Provide guidance on travel policies and procedures to all
- Provide support to temporary placements (and visitors) at EARO
- Manage visitor roster of R&R personnel from countries in region
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
- Creates a managerial environment to lead, enable and maintain our culture of child safeguarding
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- Future orientated, thinks strategically and on a global scale
Collaboration:
- Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
- Values diversity and different people’s perspectives, able to work cross-culturally.
Creativity:
- Develops and encourages new and innovative solutions
- Cuts away bureaucracy and encourages an entrepreneurial approach
Integrity:
- honest, encourages openness and transparency, builds trust and confidence
- displays consistent excellent judgement
Qualifications and Experience
- Bachelors Degree in Business Administration; Management or related field is required;
- At least 7 years of relevant experience
- Experience working with an International Non-Governmental Organization with Regional exposure is desirable
- Strong management, analytical and judgement skills.
- Demonstrated ability to work in multi-cultural situations using a collaborative approach
- Proven ability to handle challenging work load with competing priorities
- Cross-cultural experience, understanding and sensitivity;Commitment to and understanding of Save the Children’s aims, values and principles..
How to Apply
Please send a copy of your CV with a cover letter to EA.recruitment@savethechildren.org
Application closes 1st June 2015 at 5:00pm.
We work with children, communities and governments all over the world and we believe in the right person for the job regardless of where you come from and how you identify yourself.
We need to keep children safe so our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts.
All successful applicants will therefore be required to complete a Police Check and must sign onto our Child Safeguarding Policy and organizational Code of Conduct.
- Posted by:
Jobwebkenya
- Company: Reputable Company
- State: Nairobi
- Location: Anywhere
- Job type: Full-Time
- Salary:
- Job category: NGO Jobs in Kenya
- Tags: No Tags
- Job expires in: Endless
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