Administrative Officers at Save the Children

Save the Children is the world's leading independent organisation for children. We work in around 120 countries. Our vision is to live in a world in which every child attains the right to survival, protection, development and participation. Last year Save the Children's programmes and campaigns reached more than 55 million children directly around the world, through our and our partners' work.

Job Title: Administrative Officer

Programme Administration

  • Provide administrative support to SC Programme Teams including: preparing meeting agendas, tracking actions and key dates and organising events, meetings/workshop logistics e.g. booking venue/room etc.
  • Coordinate with Country Office for the issuance of visa letter.
  • Responsible for all local flight bookings for Lagos Area Programme teams.
  • Receives, sorts, and checks all travel routes and Communicates with SCI travellers to confirm itinerary details,  e.g.,  routing  destinations,  travel  dates,  financial  considerations,  and  other  air  travel  related issues.
  • Requests  booking  arrangements  from  various  travel  agents  or  airlines  with  respective  offers  from each. Liaises with external parties such as travel agents or airlines regarding bookings and schedules.
  • Computes cost of air travel from each bidder and makes the appropriate decision to select the most economical routing.
  • Plan, describes, arranges, explains and confirms itineraries to all travellers.
  • Provides travellers with a soft copy or a printed copy of the final air travel ticket.
  • Notifies and keeps travellers informed about all changes related to their itinerary and their air travel arrangements.
  • Engage in Visa processing for staff/visitors by preparing Visa letters and providing visa information and processes to staff and Visitors.
  • Send visitors PDI and other communications prior to their arrival.
  • Make Hotel/Venue Bookings for the Lagos Area teams as delegated by the Line Manager, and provide feedback to the person requesting on progress.
  • Liaise with the required facilities to find the best options available and ensure value for money
  • Timely communicate to the requester through Email, the booking details
  • Follow-up with involved parties e.g. visitor, Logistics, Area Operations Manager and Field Manager of the said location on travel arrangement at the destination.
  • Receives invoices and compares them to the quoted prices. Takes necessary steps to correct mistakes if any exist. Forwards invoices to the HR/Admin Coordinator for necessary review for payment.
  • Process payment,  and payment requests for Airlines and Hotels as applicable
  • Works  with  SCI travellers  and  other  departments  to  resolve  issues  that  may  arise  particularly related to itinerary changes and flight cancellations.
  • Supervises the Admin assistant
  • All official communication is copied to line manager and the relevant people.
  • Process invoices and expense claims as required.
  • Liaise with other departments to ensure stationery items and consumables are always available in the office.
  • Documentation system: receiving and filing official documents, publications, manuals, and other materials in an easily retrievable manner and ensuring the security of all materials.
  • Supervise and coordinate the work of the Office Assistant to ensure the office and the premises are kept tidy.
  • Ensure monthly stock count of items in Admin store.
  • Raise PR for items to be bought.
  • Provide monthly report of Admin activities and submit same to the HR/Admin Coordinator.
  • In conjunction with the Line Manager, ensure the office and its facilities are functioning properly.

Qualification and Skills

  • Level of Education – BSc/HND in relevant field
  • Minimum of 2 years in a similar role preferably within the NGO sector
  • Excellent planning and organisational skills, with proven administrative skills
  • Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure
  • Strong coordination and time management skills
  • Experience of dealing with diary management and travel arrangements
  • Sound knowledge of office practices, procedures and administrative systems including filing systems
  • Excellent interpersonal and communication skills
  • Strong teamwork skills with the ability to both support colleagues and request support as and when required
  • Strong written and verbal communication skills, fluent in English
  • Ability to draft well-written, professionally presented documents
  • IT experience - Proficient in Microsoft Office
  • Commitment to Save the Children mission, vision and values
  • Experience of working in challenging, insecure areas and willingness to work and live in a rural environment.
  • Computer literate and knowledge of Word, Excel.

Location: Lagos, Nigeria

Closing Date
20th January, 2017



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