Administration Coordinator

hace 2 semanas

Panamá, Panamá, Panamá Save the Children A tiempo completo

THE OPPORTUNITY
This position will be based in: Panama,

Administration Coordinator LAC RO

ROLE PURPOSE


The Administration Coordinator will be responsible for coordinating administration and safety and security management in Save the Children ́s Regional Office in Panama.

The holder of the position will be responsible for providing day-to-day administrative support to the regional office team, primarily in general office management, office and equipment maintenance, visa/travel management, asset/inventory management, safety and security management and logistic/admin management to regional events.


The holder of the position will contribute and guarantee compliance with SCI's rules, regulations, policies, and standards throughout the operation of SC in Panama.


In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.


KEY AREAS OF RESPONSIBILITY:

Administration Management

  • General management of Office facilities, ensuring it is well equipped, has sufficient levels of supplies (consumables, stationery, equipment, among others), it is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency.
  • Oversee the maintenance of office premises/residences, furniture, fittings, and all equipment in a fully functioning state.
  • Proactively identify potential problems affecting staff and the running of the office, proposing solutions, and working to put them in place.
  • Manage and oversee all daytoday office management issues to ensure smooth running SC office, fit for purpose and suitably equipped and a tidy and professional appearance is maintained.
  • Develop and manage plans for office seating to ensure that all staff are suitably accommodated.
  • Ensure effective reception management and that there is always appropriate cover and a professional service is provided at all times to staff and visitors
  • Oversee the equipment and inventory in accordance with SC Policies and Guidelines. This includes safety/security and maintenance of equipment;
  • Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money
  • Develop and maintain general office equipment track; regularly evaluate equipment and plan/recommend upgrade for future needs and also the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save SCI resources.
  • Review and annually update all contracts and leases and ensure they are kept up to date and that all leases are compliant with the Panama government legal requirements.

Safety & Security Management

  • Manage, communicate, implement and maintain office Safety & Security procedures including annual risk assessments and in consultation with the Regional Safety and Security Manager develop evacuation and incident procedures.
  • Ensure the development of S&S annual plans, Predeparture Information and communication tree.
  • Ensure Safety & Security induction of new staff and F2F S&S updated to visitors
  • Ensure S&S check is to SCI compounds and residencies and report any deviation to the standards.
  • Oversee the overall maintenance of the residence/office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized.

Visas and external liaison for administrative related work:

  • Provide efficient support to national and international staff and visitors on visa/work permit processes, preparing invitation letters, working with a local lawyer for longer term permits.
  • Support on external liaison i.e. communication with Government and other entities on administrative matters related to Save the Children Regional Office operations in the country.
  • Ensuring all the documentation during external liaison are kept safe and confidential, and updating the Programme Operations Director and the relevant department/management on the progress of relevant admin work related to Govt. or any line department (Ministries, etc.).
  • Management of all permits that the CO need to update in a regular basis to be able to legally operate in the country.
  • Ensure compliance of administrative and operational processes in line with SCI and donor policies, standards, and procedures.

Logistic Management

  • Properly draft contracts for rentals of offices and/or residencies
  • Draft ToRs for regional FWA related to admin services/supplies identified in coordination with different functional areas.
  • Ensure timely support to functional areas in the organization and implementation of regional events.
  • Ensure that meetings/workshop services provided to SC is efficient and effective

To be successful, you will bring/have:

  • Master's degree in business management, Economy, or related field
  • Demonstrated ability to establish administrative and safety & security managem

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