Turkey: Administration Manager (National)

Save the Children is the world’s leading independent organisation for children. We work in 120 countries. We save children’s lives; we fight for their rights; we help them fulfil their potential.We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. We have over two million supporters worldwide and raised $2 billion dollars last year to reach more children than ever before, ensuring that they are able to survive, learn and be protected whatever their circumstances, including in times of humanitarian crisis.

2016 is a time of change and growth at Save the Children. As part of our new strategic plan ‘Every Last Child’, we have made it a global priority to build humanitarian, advocacy and campaigning capability, to become truly global – driving stronger and more diversified funding, and to maximise the use of our knowledge, systems, capacity and culture. We are doing whatever it takes to reach the world’s most excluded children. With your help we can ensure the world puts children first, and that we can tackle the barriers that prevent them from surviving and thriving. We won’t stop until every last child survives and fulfils their potential.

Position reporting to: HR/ Admin Director

Positions reporting to the post:

Admin Assistant (directly)

Admin Assistant (Antakya), HR& Admin Officer(Antakya), Translator (Antakya) (indirectly)

Contract type: Employment

Contract length: until 17/09/2017 (extendable)

Closing date: 26/05/2017

Location: Istanbul

ROLE PURPOSE:

To be accountable for all office administration functions, manage lease agreements, facilities and maintenance management. In addition, supervise and oversee the well-functioning of the Turkey Country Office through provision of efficient and proactive support, build the capacity of the Admin team (s), and implement robust administration policies and practices to ensure legal compliance and ensure that these facilities operate to the required standard.

KEY AREAS OF ACCOUNTABILITY:

• Responsible for ensuring that all Administration aspects of Save the Children are delivered according to best practice administration standards and in compliance with local law and SCI policies;
• Contribute to development and/or review of Administration policies, procedures ensuring legal compliance with the Turkish legislation is observed. Propose ideas for reviewing these in line with SCI administrative policies, donor requirements and operational efficiency
• Supervises, coaches and conducts performance reviews of staff members under her/his supervision
• Plan and regularly monitor office expenditures and consumables to ensure smooth running of the office
• Regularly monitor administrative responsibilities for the administrative team and provide adequate support including liaising with Human Resource on the appropriateness of current staffing levels .
• Ensure that all new staff to the country office receive an induction on Administration systems and procedures.
• Lead on organizing conference/workshops, staff meetings, events ensuring value for money
• To ensure that document retrieval and filing systems for reference and working documents within the Admin office are efficient and easy to access.
• Maintain regular survey/trend analysis of administration services/suppliers (including hotels), costs and recommended suggestions/systems that would improve cost effectiveness and efficiency.
• Prepare Administration cost benefit operational reports
• Monitor costs and expenses to assist in budget preparation / managing the budget of the department
• Ensure that all staff possess up to date SC ID cards.

• Regularly update the staff lists, contact lists for the Country Office.

• Respond to ad-hoc enquiries from the general public and communication received through the official Save the Children email address and where necessary forward to the appropriate people

• Keep abreast with all organizational changes and business developments

• Liaising with Legal Advisors + Liaison Officer for Government entities on administrative matters, if needed

• Networking with internal and external contacts as needed

Travel and Visas:

• Collaborate with the SCI Travel agent on key policies and procedures regarding International travel
• Coordinating travel arrangements for staff members and visitors in liaison with Security / Fleet Teams
• Ensuring visitors/staff accommodation, airport hotel / GH / office transfers as necessary, follow-up with invoicing and payment
• Maintain the “Welcome to Turkey” document to be sent to visitors prior to arrival and ensure that all visitors receive a security briefing from the security departments within 24 hours of arrival in Turkey

Office/Accommodation planning:

• Liaise with Logistics to ensure that all travel arrangements are made for staff and visitors (including interview candidates and consultants) to facilitate their entry into the country office
• Oversee management of facilities (offices and guesthouses) and servicing of office equipment’s eg, photocopy machines, printers, telephones, fax machines
• Collaborate with procurement unit to secure relevant administrative insurances, manage renewal process of the same
• Manages the leases of all office premises, renewals and payments of the same
• Work closely with the Logistics Team on securing requirements around office furniture and equipment setting up new offices + guesthouses.
• Support incoming/ outgoing staffs’ administrative requirements (relocation etc.)
• Support accommodation requirements for international staff in guesthouses ensuring accommodation is appropriately equipped as necessary.
• Support longer term international staff in sourcing and set up of their accommodation and looking at short-term solutions when necessary
• Following up the monthly / regular payments (staff members’ mobile phone bills, utility payments of the guesthouses + office )
• Liaising with the Security team to define a proper venue for setting up an office / team apartment / individual apartments

QUALIFICATIONS AND EXPERIENCE

Essential:

• University Degree or Higher Diploma in Business Administration
• Minimum 4-5 years administration experience in large international non-governmental organization or other similar organization.
• Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
• Ability to work independently and proactively
• Experience in dealing with Immigration and other government bodies
• Resourcefulness and creativity in developing the role of administration and ensuring the most effective support;
• High level of maturity, and strong people management skills, with experience in a multicultural and diverse team;
• Proven ability to handle challenging work load
• Strong communication and interpersonal skills
• Complying with and promoting all Save the Children Global policies such as Child Safeguarding, Whistle blowing, Fraud, and Health and Safety.
• Good verbal and written communication skills in English (required) and Turkish
• Working knowledge of Microsoft Office

Desirable:

• Experience in administration support provision within an emergency response or highly dynamic environment
• Knowledge of Arabic would be desirable

Benefits Package provided to National Staff:

• Salary commensurate with the pay-grade of the position.
• Annual leave
• Medical Scheme, Accidental and Life insurance.
• Transportation allowance
• A motivating work environment

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.

Please apply in English by sending your up to date CV with a cover letter as a single document explaining your salary expectations to turkey.recruit@savethechildren.org and mention the position that you are applying for to the subject section. The advertisement will be closed on 26th May 2017 at 5:30 PM (Turkey local time).

Only shortlisted candidates will be contacted.