Program Support Assistant at Save the Children International

Magway Township, Magway, Myanmar -

Full Time

Start Date

Immediate

Expiry Date

11 Aug, 26

Salary

0.0

Posted On

13 May, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administration, Human Resources, Supply Chain Management, Logistics, Financial Administration, Procurement, Asset Management, Inventory Control, MS Word, MS Excel, People Management, Time Management, English Communication, Record Keeping, Child Safeguarding, Reporting

Industry

Non-profit Organizations

Description

ROLE PROFILE TITLE: Program Support Assistant (FOR MYANMAR NATIONAL-INTERNAL STAFF ONLY) TEAM/PROGRAMME: Field Operations LOCATION: Sagaing Number of Position: 1 GRADE: NAT-5 CONTRACT LENGTH: Fixed Term CHILD SAFEGUARDING: Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the vetting process staff. ROLE PURPOSE: To assist PC/FOM for smooth and effective programme implementation by assuming the financial, administrative, clerical, HR and supply chain responsibilities for the field teams in field Offices. 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. SCOPE OF ROLE: Reports to: Supply Chain Officer Staff reporting to this post: Budget Responsibilities: No financial approval Role Dimensions: No regular contact KEY AREAS OF ACCOUNTABILITY : Administration:  Assist in regular payments (such as office rent, utility charges for water and electricity) and periodical payments as and when required  Make sure all vehicles in the field office are insured  Making hotel booking and other logistical arrangement  Assist in proper allocation of workstations, furniture and equipment  Managing stationary supplies, office supplies, staff house supplies in assigned office;  Assist Program for logistical arrangement such as finding venue, arrangement of refreshment/food, procurement of stationaries etc.., for internal staff capacity trainings and workshops.  Maintain and repair IT equipment if necessary by coordination of IT Assistant.  Supervise office helpers/cleaner to do the best cleaning work and all domestic items all clean at all time and also guard for S&S management monthly  Make sure office buildings are clean, healthy environment and neat & tidy at all time;  Communicating with local government counterpart and other agencies working in the area;  Report to ASO, Sr.FO or HoAO any cases, known or suspected, of fraud within Save the Children  Regular reporting to Area office and country office for any administrative related reports in time. Human Resources:  Assist ASO in field office recruitment process of Staff, volunteers, contingent labour in advertising and contacting for interviews.  Submit complied monthly report to ASO.  Assist ASO to ensure staff’s employment related file such as personal information, contracts and documents are updated and file properly  Assist 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  Prepare payroll information, staff list updating, help to all staffs for income tax payments and regular remind to all staffs for online ER timesheet complement.  Assist ASO in communicating with CO HR team for staff capacity development and training;  Regular reporting to Area Office and country office for any HR related reports & documentation in time Supply Chain Management • Assist SCO with receiving, dispatching, and recording stock movements in the field area. • Manage fuel issuance for vehicles and generators, ensuring logbooks and checklists are updated with drivers and guards. • Verify the usages and support repair/maintenance of motorbikes and generators when necessary. • Ensure first aid kits, spares, and tools are available and valid at all times. • Maintain proper warehousing and stock control systems (medical and non-medical) in line with SCI protocols and keep stock cards, bin cards, and related reports updated. • Supervise repacking of medical supplies into treatment dosages. • Conduct monthly stock counts with SCO, report discrepancies, and update warehouse records with draft reports for review. • Communicate with local suppliers for quotes, specifications, and quality checks. • Maintain procurement documentation and filing systems, supporting procurement activities in line with SCI procedures. • Maintain Asset and GPE register, ensuring all items are checked, received, recorded, tagged, tracked, and safeguarded. • Ensure asset status, conduct monthly spot checks, and safeguard asset management principles in compliance with MOS policies. • Ensure staff follow asset management procedures. Others:  Comply with all relevant Save the Children policies and procedures with respect to health and safety & security, equal opportunities 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.  Performs other relevant duties as assigned by the Supervisor.  Support to other relative activities if necessary Child Safeguarding and Counter Fraud Responsibility: • Ensure that staff providing all beneficiaries of your programme with ongoing, age-appropriate verbal or written information in relevant languages about Save the Children’s Child Safeguarding Policy and Code of Conduct BEHAVIOURS • Ensure that Safe Recruitment processes include robust reference and criminal background checks , assessing candidates’ commitment to SCI’s Safeguarding and Fraud, Bribery and Corruption policies. BEHAVIOURS (Values in Practice) Accountability: • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values • Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved. Ambition: • Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same • Widely shares their personal vision for Save the Children, engages and motivates others • Future orientated, thinks strategically and on a global scale. Collaboration: • Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters • Values diversity, sees it as a source of competitive strength • Approachable, good listener, easy to talk to. Creativity: • Develops and encourages new and innovative solutions • Willing to take disciplined risks. Integrity: • Honest, encourages openness and transparency; demonstrates highest levels of integrity • Always acts in the best interests of children QUALIFICATIONS • Bachelor’s degree or equivalent level of education EXPERIENCE AND SKILLS Skills and Experience: • At least one year experience in related field • Computer proficiency, especially MS Word and Excel • Professional working experience, preferably in the development sector, is an advantage • Experience in Administration, HR, or Logistics is an advantage • Experience with international organizations is an advantage Communication and Technical Skills • Moderate level of English communication skills, both written and verbal • Excellent personal organisational skills, including time management, and ability to meet deadlines and work under pressure • Willingness to travel to field offices and work in difficult environment according to travel requirements Management: • Good significant people management skills/experience and proven ability to create an environment which encourages team-working and motivates a team across various geographical areas. General: • Attention to detail and excellent numeric accuracy. • Ability to keep clear and concise records. • Ability to understand and follow organizational procedures. • Experience of managing a complex filing system: both paper and electronic. • Good team working & communication skills. • Flexibility under pressure and in response to changing needs. • Experience in logistics, supply chain and/or humanitarian work. • Ability to work collaboratively with colleagues across the organisation 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 Additional job responsibilities The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience. Child Safeguarding responsibilities 1. Promote Safeguarding awareness to suppliers 2. Ensure the supply chain services are inline with safe programming environment Equal Opportunities The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures. Child Safeguarding: 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 staff has an obligation and a responsibility to: • Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures. • Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse. • Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”. • Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general. • Be vigilant about observing possible child abuse/harm in their personal and professional lives. All managers have the above responsibilities as well as ensuring • Their staff are doing the above. • That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc. Safeguarding our Staff: The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy. Health and Safety The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Responsibilities

Provides comprehensive administrative, HR, and supply chain support to ensure smooth program implementation in field offices. Responsibilities include managing office logistics, payroll information, stock movements, and asset tracking.