Administration Intern at Save the Children

Day to Day Administrative tasks 

• Handling incoming and outgoing correspondences for the office.
• Issuing stationaries and Consumable supplies.
• Monitoring inventory levels to ensure store records match between the physical stock and bin cards.
• Performing clerical tasks such as filing, recording deliveries and tracking parcels.
• Help in maintaining trackers and reports in excel.
• Contributing to the improvement of administrative processes and efficiency.
• Completing additional tasks as assigned on ad-hoc job basis.
• Support with Invitation letters when needed.
• Support with payment processing when needed.

Other duties through Job shadowing:

• Supporting in management of admin stores by maintaining store records and conducting regular inventory checks to ensure stock are maintained above the reorder level. Implementing FIFO effectively during issuance.
• Supporting event management, booking accommodation, conferences and outside catering, from sourcing to payment processing.
• Gain knowledge on GPE (General Programme Equipment) management.
• Learning how to use Cost Benefit Tracking tool to analyse and report on cost efficiency.
• Learn travel management, from receipt of approved TAR to placing a booking and ticket payment.
• Support with the front office management.

Child Safeguarding:

• The Administration Intern has an obligation to ensure he/she fully understands the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. He/she must conduct him/herself in accordance with the rules of the Child Safeguarding Policy, in his/her personal and professional lives – which includes reporting suspicions of child abuse.
• The Administration Intern must ensure the way he/she is carrying out his/her work is not putting children at risk (or further risk).
• Other duties: Covering for Administration Assistant or Office Assistant when away.

SKILLS AND BEHAVIOURS (our 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 others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

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

QUALIFICATIONS AND EXPERIENCE

• A degree in Business Administration or any other relevant degree.
• Attachment or Internship experience with other organisation will be an added value.
• Possess proficiency in Microsoft Office products (Word, Excel, Outlook, and PowerPoint).
• Excellent written and verbal communication skills.
• Strong and proven experience in people and relationship management.
• Diligent, organized and meticulous
• Thrives in a fast pace, constantly changing environment
• Strong verbal and written communication skills
• Has a good eye for detail
• Is responsible and dependable
• Knowledge of Microsoft Office/Google Docs and Sheets preferable
• Willing to learn
• Comply with the requirements of Save the Children’s Child Safeguarding Policy and other Global Policies
• Commitment to Save the Children Value
• Additional job responsibilities