🇸🇱 Job Vacancy @ Childfund – Assistant, Administrative

Position title: Assistant Administrative
Location:  Freetown, Sierra Leone
ChildFund office: Sierra Leone
Manager/Supervisor title:  Specialist II, Admin & HR
Position type: Full-time fixed term
Work environment: On-siteAbout ChildFund
ChildFund is a child-focused international development organization that works in 23 countries to connect children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are.
ChildFund’s Values
We aspire every person in our organization—program participants, supporters, staff, and volunteers alike—to feel free, safe, and confident to be themselves. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.
ChildFund’s Commitment
ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children. ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including criminal records check and/or disclosure to ensure program participants are safeguarded.
About This Role
The Assistant Administrative is responsible for general secretariat and administrative support, including organizing travel, scheduling meetings, preparing financial reports – petty cash, and IT support. S/he will also be responsible for managing assigned projects requests, Asset register and documentation, data collection and analysis for decision making, and plays designated roles as a member of the logistics and administrative support team of the Country Office. This position handles the most sensitive of information and records and requires the highest level of confidentiality and professional demeanor.Primary Responsibilities 

• Manage the travel arrangements of all staff. This includes liaison with the Admin and HR Specialist II in preparing itineraries, ticketing, and documentation of travel authorizations, hotel and rental car reservations, and visas when required.
• Responsible for the efficient daily workflow of the office; assists in maximizing use of time and resources in the office and maintenance of permanent records and files.
• As directed, to provides support to special internal and external committees, activities and forums; works in close concert with all departments in the Co and partners.
• Responsible for the coordination, collation and preparation of reports required for SMT, and Board meetings/reports.
• Responsible for development, tracking and reporting ensuring follow up on all invoices for payment, issue resolution and filing
• Responsible for the organization and preparations of background documents and filing of materials and meetings minutes
• Manage petty cash and perform any assigned support in administration and Human resources.
• Supports the HR Director and Admin /HR Specialist in new staff onboarding and orientation, filing of personnel files and records for leave, and other assigned duties.
• Support the CO procurement function and provide occasional support to finance whenever there is need
• Performs other duties as may be assigned

SAFEGUARDING

• Remain alert and responsive to any safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding Policy

SUPPORT

   

• The Admin Assistant can draw on the support of HR/Admin team members The primary Country Office team members for this position will be:

-Housekeepers
-Drivers
-Receptionist
-Security etc.

Required Experience and Education
Diploma in secretarial, business administration, human resource management (or equivalent) management related skills. A degree is a plus
1 to 3 years work experience supporting in an administrative or office role.

Required Competencies
CORE COMPETENCIES

• Teamwork: Capable of working well with others both on the team and cross-functionally to achieve individual goals, team goals, department goals, and/or organizational goals
• Communication: Effectively and appropriately interacts with others to build relationships, influence others, and facilitate the sharing of ideas and information
• Result Orientation: invest time in upfront planning to achieve organizational goals and objectives while meeting quality standards, following the appropriate processes, and demonstrating continuous commitment.
• Resilience: thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity.
• Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.

Other Competencies

• Organizational Awareness: Contributes to the organization by understanding and aligning actions with the organization’s goals, core functions, needs, and values.
• Innovation: Thinks beyond the confines of traditional models to recognize opportunities and find new and better ways of doing things. Encourages experimentation and accepts failure as a driver of innovation.
• Relationship Building /Partnership: Develops internal and external trusting, professional relationships. Purposefully develop networks to build value through collaboration. Training/Proficiency in software applications (operating systems, data analysis, graphics, and presentations, spreadsheet, database, accounting operations software, project management software, presentation software)
• Language Skills: Fluent in English; proficiency in a second language is an asset.
• Analytical Thinking: Strong problem-solving skills with the ability to manage complex tasks independently and confidentially.
• Adaptability: Maintains composure and a positive attitude under pressure; open to change and complexity.