Administrative Support Officer

Administrative Support Officer

Ciudad Del Saber



Administrative Support Officer

Detalles de la oferta

Administrative Support Officer - Panamá, Provincia de Panamá -

Buscar empleosEmpresas / Publicar empleosPublica tu CVIngresarquétítulo, palabras clave o empresadóndeciudad o provinciaBuscar empleosBúsqueda avanzada de empleoAdministrative Support OfficerCiudad Del Saber-Panamá, Provincia de PanamáPanamá, Provincia de PanamáClick here to apply The Opportunity Responsible for coordinating and providing administrative support to the Regional Director and ensuring that the Regional Office functions well. This includes scheduling, purchasing supplies, scheduling maintenance, supporting meeting logistics and serving as the regional security focal point.
Support the Senior Management team on coordination of meetings, calendars and other tasks as assigned.
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.
Administration, Logistics and Support Services:Purchase goods and services In accordance with SCI procurement and other policies.
Management of petty cash for small payments.
Support the Regional Office in the organization of meetings: accommodation, transfers and logistics of meetings.
Support guests to the regional office in coordinating flights, accommodation, reimbursement of travel expenses, etc.
Supervise and coordinate the maintenance of the office, including in inventory control, and checking the state of the facilities and managing the maintenance, when necessary.
Maintain complete filing system of trip reports for staff.
Security Focal Point for the Regional Office
Update PDI and risk assessment for the RO quarterly.
Conduct security briefings for visitors
Report security incidents
Organize periodic safety and security trainings for staff
Human Resources:Participate in the on-boarding process related to travel and administrative procedures for new staff.
Follow-up of all administrative procedures with the Ministry of Foreign Affairs
Support the HR function with management of consultancies including competitive bids and hiring processes.
Support to Regional Director :Coordinate meetings and maintain calendars of meetings, travel and workshops
Review of expense reports
Other tasks as assigned
Planning and Preparation:Responsibility for ensuring compliance of and alignment with SCI Key Performance Indicators.
Responsible for preparing, managing and reporting on the SCI Security Budget
Collaboratively review existing safety and security policies and procedures with the Regional S&S Manager, assess levels of functionality across the response in Venezuela and identify opportunities for modifications to improve functionality related to (but not limited to): incident monitoring and communications (field level), staff movements (in/out of Venezuela, in/out areas of implementation in Venezuela), security risk assessments, etc.
Prepare and update response safety and security management plan and support development of the partner’s safety and security plans.
Work in close cooperation with the Response Team Leader and Regional Security Manager in oversight of response, field sites and implementing partners level emergency plans.
Conduct security awareness training in accordance with SCI policies and procedures and in cooperation with the Regional S&S Manager and Team Leader.
Participate in the selection of security focal points and ensure that adequate training is provided.
Oversee assessment of SCI and international staff premises’ locations on regular basis and advice on any possible security measures or change of locations.
Establish a system for maintaining a consolidated residence map and a response plan for assistance as well as an emergency alert and response plan.
With the Team Leader and Regional S&S Manager develop scenario planning for security and safety risk management, including triggers for hibernation, relocation and evacuation of international “staff under threat” in high risk situations.
In order to be successful you will bring/have:At least five years’ experience in a similar position.
Training and / or specific experience in Administration
Written and verbal fluency in English and Spanish
Experience in search and relations with suppliers and in the planning and organization of meetings and events.
Good judgment and ability to effectively prioritize multiple tasks in a fast-paced environment.
Knowledge of administrative procedures.
Proficient in the use of Ms Office, including Word, Excel, PowerPoint and Outlook.
Excellent computer skills including word processing, presentation and use of spreadsheets combined with the ability to develop and maintain office and management information systems.
High internal customer orientation.
High level of commitment to values of Save the Children;
We offer a competitive package in the context of the sector.
The Organisation
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
No child dies from preventable causes before their 5th birthday
All children learn from a quality basic education and that,
Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information:Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
All employees are expected to carry out their duties in accordance with our global anti-harassment policy.
Location: Panama City
Employee Status: Permanent
Closing Date: Aug 18, 2019
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