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 police checking/vetting process staff.

ROLE PURPOSE:

The post holder will play a critical role in ensuring the effective and efficient implementation of project activities in alignment with Save the Children International (SCI) policies, donor requirements, and the approved work plan. This role involves overseeing logistics, procurement, financial tracking, and supporting administrative tasks. The Operations Officer will work closely with the Project Manager, field teams, and volunteers to ensure smooth project execution while maintaining compliance with organizational and donor regulations.

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:

· Direct Reporting Line: Project Manager

· RoleDimensions: Based in Alexandria

KEY AREAS OF ACCOUNTABILITY :

Project Planning and Implementation:

· Collaborate with the Project Manager to develop the operational project work plan.

· Ensure that all project activities are implemented in a timely manner and in line with the project budget, work plan, and Plan of Action (PoA).

· Actively participate in project planning events and contribute to the overall project strategy.

· Support the project team in organizing trainings, workshops, and events.

Budget Monitoring and Financial Control:

· Update and maintain the budget tracker, ensuring accurate recording of all project expenses and comparing them with the General Ledger (GL) and Budget Versus Actual (BVA) reports.

· Review GL and BVA after soft and hard close to ensure all project expenses are correctly recorded.

· Assist in developing precise budget forecasts in collaboration with the project team.

· Oversee the timely preparation and submission of financial requests, including advances, cash flow projections, and settlements.

· Prepare payments, manage advances, and ensure the timely settlement of open advances.

· Establish and maintain updated trackers for financial activities to ensure accurate reporting.

Procurement and Logistics:

· Develop the project procurement plan in alignment with the work plan, and ensure compliance with SCI and donor regulations.

· Oversee the procurement process, ensuring the timely delivery of goods and services, and ensuring quality control before vendor delivery.

· Prepare supporting documentation and specifications as per SCI policies and follow up on procurement requests.

· Work on the requisitions for operations in the SCI system.

· Provide regular updates on procurement progress and compliance.

Administration and Support:

· Maintain an organized filing system for project documents, both electronic and paper-based.

· Support administrative tasks, including coordinating with healthcare providers and managing patient services claims.

· Assist with logistical support for meetings, workshops, trainings, and other events.

· Ensure the smooth operation of field offices by managing logistics and covering operational needs in a timely manner.

Team Management:

· Lead and manage a team of volunteers, overseeing their activities across multiple projects and managing their payroll.

· Ensure that volunteers and field staff adhere to SCI’s operational standards, including safeguarding and other policies.

· Coordinate and support meetings with stakeholders, ensuring all relevant parties are aligned with project objectives.

Compliance and Policy Adherence:

· Ensure that all activities comply with SCI policies, including safeguarding, health and safety, code of conduct, and equal opportunities.

· Promote children's rights and well-being, especially during emergencies, by acting in line with humanitarian principles and SCI’s response framework.

· Support the project team and partners in tracking financial expenditures and reporting in accordance with SCI regulations.

Reporting and Documentation:

· Provide regular reports to the Alexandria Field Manager on project progress, financial activities, and operational challenges.

· Participate in data collection and entry as requested by the Project Manager, ensuring that all project data is accurately recorded and updated.

· Maintain coherent documentation for all project activities, ensuring easy access and retrieval when needed.

In case of Emergency:

· Serve as the Safety and security Focal Point for the Alexandria Field Office.

· Act as the primary contact for emergency preparedness, response, and recovery efforts in the field office.

· Ensure the field team is trained in emergency procedures.

· Promote children's rights and protection in times of emergencies, guided by humanitarian principles and the SCI code of conduct.

· Show flexibility and responsiveness to support SCI's interventions during emergency situations.

General:

· Demonstrate leadership in relation to Save the Children policies and practice with respect to safeguarding, code of conduct, health, safety and security, equal opportunities and other relevant policies and procedures.

· Comply with Save the Children policies and practice with respect to safeguarding policy, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

BEHAVIOURS

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

QUALIFICATIONS

· Bachelor’s degree of Business Administration or equivalent.

· Minimum of 4-5 years of administrative/program support experience, working in an international agency is preferred.

· Familiarity/experience in international development, previous work in health projects is a plus.

EXPERIENCE AND SKILLS

· Excellent knowledge of Microsoft Office software including Word, Excel and PowerPoint

· Good knowledge and familiarity of reporting mechanisms and styles.

· Commitment to Save the Children International values.

· Highly developed interpersonal and communication skills including influencing and negotiation.

· Report writing skills in English required

· Commitment to Save the Children values.

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The post 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.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy