Programme Support Officer at Save the Children

ROLE PURPOSE

The post holder will be accountable to the Programme Manager for supporting Finance, HR, IT, supply chain and Administration services in programming contexts. The post holder will be responsible for ensuring compliance with SCI global standards, policies, and practices. The position also plays a key role in effectively supporting program implementation activities in line with the annual and country strategic plans.

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 ACCOUNTABILITY

Supply Chain

• In charge of warehouse at field office level, ensure TIMs and other warehousing records are updated daily. 
• Support programme staff to develop procurement plans. 
• Support in the development of field level framework agreement.
• Coordinate field office procurement requests and LPOs for local procurements liaising with Supply Chain Officers in Nairobi and Programme Implementation team
• Coordinate delivery and recording of items sourced from local suppliers working closely with Nairobi supply chain team. 
• Information sharing with suppliers and vendors and capacity building them on the SCI procedures and systems.
• Timely and accurate processing of payment through PROSAVE system.
• Maintain records including allocation of assets and GPEs assigned to Field Office. 
• Communicate with IT and Supply Chain for maintenance or upgrading or replacement of any asset assigned asset and GPE assigned to specific Field Office. 

Financial accounting, planning and budgeting

• Assist with documentation at field office level. Consolidate all financial documents generated at field office and send to relevant officers in Nairobi; these include supplier invoices, staff liquation, Mpesa payment lists, receipts, etc.
• Assist as needed with daily programming accounting operation in liaison with Finance Officers in Nairobi; these include payment of suppliers, processing activity advances, payment of casuals, etc. 
• Monitor field office and guesthouse utilities costs e.g. water, electricity, telephone/Mobile usage, billing, and others related office utilities.

Fleet and Warehouse

• Support the time timely and accurate processing of items of TiMs.
• Generate warehouse reports periodically and advice PM on effective warehouse management.
• Support the disposal of identified and agreed assets and GPE.
• Keep an updated record of GPE and asset and lead in asset and GPE verification at field level.
• Ensure timely and cost-effective fleet maintenance.
• Share movement plans on a weekly basis.
• Ensure accuracy of fleet service charge model and share accurate data and fleet report monthly with the fleet officer in Nairobi.
• Ensure hired vehicles meet the SCI safety standards.
• Effectiveness of fuel consumption.
• Support drivers on fleet policy compliance.

QUALIFICATIONS AND EXPERIENCE

• A Degree in Social Sciences or Business Administration from a recognized University.
• Strong knowledge/experience HR and admin, logistics and financial management. 
• Demonstrates a strong drive and commitment to achieve agreed objectives
• Minimum three year’s relevant experience in Support Services within a busy organisation
• Good communication skills.
• Experience working in protracted refugee set up and understanding of local context, language and dynamics.
• Understand of local dynamics, local context, and language.
• Driving skills is an advantage.
• Excellent interpersonal skills with the ability to maintain confidentiality
• Proficiency in working with computers particularly spread sheets and word processing
• Experience of working within a team and team building.
• Fluency in English, both verbal and written, is required.
• Commitment to Save the Children’s values.