TITLE: Project Assistant
TEAM/PROGRAMME: Program Operation/Admin and Supply Chain
LOCATION: Kunming, Yunnan
CONTRACT LENGTH: Fix Term
POST STATUS: National
Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.
To provide efficient and effective the logistic support to Yunnan Office, to ensure office smooth operation and achieve programme goals.
SCOPE OF ROLE:
Reports to: Senior Admin and Supply Chain Officer
Staff reporting to this post: 0
Budget Responsibilities: No financial approval
Regular contact of detailed explanations of policy, regulations, programs, services and representation of SCI at the local level.
Travel: Minimum (up to 3 days per month)
KEY AREAS OF ACCOUNTABILITY :
•Be responsible for IT support of the office, which include regular contact with national IT person to maintain the computers, install software and hardware followed by SC policies etc.;
•To monitor and maintain the office facilities e.g. telephones, fax machines, computers, server, audio/visual equipment etc.;
•; To support the programme team to organise the shared folders and integrate and update the information in Yunnan Server;
•To input and update Supply Database data and Supply Chain Tracker;
•To code the number of the relevant documents for project staff’s reimbursement that is required to provide in the accounts prior to reimbursement;
•To categorize, file and scan the contracts and the related documents to ensure the timeliness of information presentation, even safety and integrity of both the paper and the electronic materials;
•Be responsible for completing the requirements from Local Public Security Bureau;
•Undertake scan payment voucher task to mitigate burden of project staff. Responsible for filing electronic version into Server to fulfil internal and external supervision needs.
• Support Finance Officer in filing and binding hard copy financial vouchers.
• Undertake monthly four weeks cash forecast task. Collect cash forecast information from each project team and fulfil consolidation for submitting to CFT after approval from AM, support programme section to prepare sufficient and appropriate cash request.
•To assist senior finance officer in basic data processing of budget management when necessary.
•To support the AM on the first step of programme documents review.
BEHAVIOURS (Values in Practice)
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.
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.
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.
develops and encourages new and innovative solutions
willing to take disciplined risks.
honest, encourages openness and transparency; demonstrates highest levels of integrity
Requires two to three years of post-secondary education in the majors related Key Accountabilities above. May be undertaking a professional qualification like IT, logistic management, Administration, Secretary etc.
EXPERIENCE AND SKILLS
At least 1 year experience in related field, especially in IT field.
Good English skill in reading and written.
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 environments according to travel requirements
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
Willingness to handle muti-functional tasks and work in difficult environments according to diffrent requirements
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.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
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.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.