Save the Children recruits a Program Support Assitant – (20000387) in Loikaw

JOB TITLE:  Program Support Assistant

(For Myanmar National Only)

ROLE PURPOSE:

Under the overall guidance of Program Support Officer/ Finance Officer, the post holder is responsible for delivering, performing & managing operational services such as Administration, Human Resource and Supply Chain tasks at field office.

Key accountabilities

Administration / Finance 

  • Assist financial task and assigned by FC.
  • Checked all expenditure with necessary supporting documents depend on requirements.
  • Assist FC depend on each expense checking, Scanning and data entry.
  • Assist FC checking vouchers process depend on needed and assigned.
  • Assist regularpayments (such as office rent, utility charges for water and electricity) and periodical payments as and when requ
  • Takeresponsibility of local procurement to ensure following SCI logistic guideline
  • Register,submit and file daily incoming and outgoing correspondence
  • Reportto Head Office any cases, known or suspected, of fraud within Save the Children
  • Maintaina filing sys
  • Maintaina register on books and publications in the field office/ Staff House.
  • Makesure all vehicles in the field office are insured and used.
  • Updatingoffice address record system (internally and externally)
  • Hotelbooking, air ticketing and other logistical arrangement in the field office;
  • Makesure office buildings are clean, healthy environment and neat & tidy at all time;
  • Assistin proper allocation of workstations, furniture and equipment in office buildings;
  • Makesure office auto machine and equipment recording system are properly managed and those equipment are in functioning conditions at all time;
  • Monitor& report stock levels and order status to ensure adequate office supplies, sundries, fuel at office;
  • Managingstationery supply in assigned office;
  • Communicatingwith local government counterpart and other agencies working in the area;
  • ITequipment maintenance and repair;
  • Makesure all communication equipment are functioning at all time and giving training to all

Human Resources:

  • Assist Support Coordinator in preparing contract and send information to Yangon HQ on new recruits
  • Assist Support Coordinator in preparation of staff induction in field office, compile supporting materials, arrange schedule.
  • Provide Child Safeguarding Policy briefing to new staff and ensure that they sign the Child safeguarding Policy
  • Filing of personnel contract and documentation; Keep tract of leave and reports to headquarters.
  • Prepare payroll information and send to headquarters
  • Keep record for income tax payment of staff;
  • Communicate with Yangon HO’s HR team for staff capacity development and training;

Procurement:

  • Ensure respective project procurements plan and carry out procurement process.
  • Responsible for local procurement in respect of SC procedure including quotations.
  • Establish and maintain a logs filing system to include all local procurement files in paper and in computer file (soft and hard copies.
  • Maintain and update suppliers list for locally procured supplies information.
  • Maintain high levels of coordination with other project operating departments to ensure the supportive provision of supplies and materials needed for project implementation.
  • Complete all requests for supplies and materials in a manner timely and appropriate.
  • Receiving, dispatching and recording of any incoming and outgoing stock movement of head office to field office and then to respective teams.
  • Handling fuel issue for both vehicles, generators and fuel stock In/Out in Log books with assigned guards under close supervision by Support Coordinator.
  • Ensure all log sheets of the vehicles & generators on daily basis with drivers and guards
  • Any other tasks that may be requested by the line manager and technical line manager.

Others:

  • Supervise Cleaner and Guard in smooth operation of the field office
  • Comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies
  • Carry out the responsibilities of the role in a way which reflects Save the Children’s commitment to safeguarding children in accordance the Child Protection Policy
  • Other relevant tasks assigned by Supervisor

Child Safeguarding Responsibilities

  • Ensure that all beneficiaries of your program are receiving ongoing, age-appropriate verbal or written information in relevant languages about Save the Children’s Child Safeguarding Policy and Code of Conduct

Person specifications

  • University degree.
  • Flexibility as multicultural working environment.
  • At least 2 year relevant experience in relevant field of NGO sector
  • Having sufficient experience and efficient skills to the use of Microsoft Word and Excel.
  • Good communication skill to internal and external personnel.
  • Experience of working in remote area.
  • Working English skills for reading, writing and speaking.
  • Excellent personal organizational skills, including time management, and ability to meet deadlines and work under pressure.
  • Good knowledge of staff capacity building through Performance Management System, Training & Learning and Development Plan.
  • Relevant significant people management skills/experience and proven ability to create an environment which encourages team-working and motivates a team across various geographical areas.
  • Ability to work collaboratively with colleagues across the organization developing effective working relationships to deliver outstanding results for children.
  • Commitment to and understanding of Save the Children’s aims, values and principles.
  • Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy.

Apply here