Job Description –Clerical Assistant
TEAM/PROGRAM: Operations / LOCATION: SUVA
GRADE: Level 2(TEC Package FJD $12,000 – $16,081)
INTRODUCTION:
Save the Children International (SCI) is the world’s largest independent child rights development organisation, making a difference to children’s lives in more than 100 countries. From emergency relief to long-term development, Save the Children secures a child’s right to development, survival, participation and protection.
Save the Children was established in Fiji in 1972, with a core focus on promoting equity in education and advancing children’s rights in accordance with the United Nation’s Convention on the Rights of the Child. Currently Save the Children Fiji employs 28 staff across three offices in Suva, Lautoka and Labasa. As of mid-2012 Save the Children Fiji is implementing 7 projects in the areas of Early Childhood Education, Child Protection and Emergency Response, funded by a variety of donors including NZ MFAT, AusAID and the ILO. In 2010 the Save the Children Fiji Board endorsed a Strategic Plan for 2010-2014 which includes high level strategic goals supported by a range of activities focused on being an efficient, accountable and skilful organisation with integrity. Programmatic goals will focus on achieving improvements in the lives of Children and Youth in Fiji through effective Education, Health, Protection and Disaster Risk Reduction (DRR) projects.
ROLE PURPOSE:
As a member of the Save the ChildrenFiji (SCF) team, the Clerical Assistant(CA) shares in the overall responsibility for the direction and coordination of the organisation’s programs. The CAis responsible for preserving the professional image as the voice and face of SCF for many people’s first encounters with the organisation and reports directly to the Operations Manager. This imperative service role includes responsibility for managing the reception area and the national office switchboard, directing all public enquiries and correspondence appropriately, administrative services to the SCF Suva team, and directly assisting HR (Human Resources) with records, filing systems and with key HR functions.
SCOPE OF ROLE:
Reports to: Operations Manager
Staff directly reporting to this post: None
KEY AREAS OF ACCOUNTABILITY / KEY PERFORMANCE INDICATORS
  1. Program Delivery and Quality Assurance
  2. Participating in reviewing and updating SCF’s Strategic Plan (SP) in accordance with thechanging needs of children in Fiji, SCI’s global health objectives and work practices
  3. Provide Personal Assistant (PA) services to the CEO as required and support the Program Management Team (PMT) with all arrangements in support of SP and Annual Planning workshops and meetings
  4. Establishing monthly workplans in support of HR
  5. Ensuring all needs of the SCF Board are addressed in preparation for AGM, regular and extraordinary meetings
  6. Ensuring strong quality control procedures areunderstood and entrenched in the SCF national office and supporting SCF Field Offices as required
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  • Annual/monthly work plans are documented and completed within designated timeframes.
  • Workshops and meetings are arranged and catered within timeframes
  • Equipment is maintained in good working order
  • Administrative support services are delivered to the SCF Board, the CEO, HR and the broader SCF Team
  • All SCF policies and procedures are enforced and observed.

  1. Front Desk Operations
  • Manage the front desk reception area, addressing all external visitor or client needs, ensuring there is an SCF staff member present at the Front Desk at all times, managing the telephone switchboard and maintaining the outgoing calls register
  • Provide administrative support services to the SCF team, and more specifically the CEO and HR
  • Ensure professional relationships with all internal and external clientele are maintained
  • Ensure all incoming and outgoing correspondence (mail, fax, phone messages etc) is managed, disseminated and filed as required
  • Develop and maintain both physical and electronic filing catalogues, and ensure all reports, proposals and other official documentation is recorded and filed appropriately
  • Manage stationery stocks, tea/coffee-making supplies and cleaning supplies, reordering in liaison with the Operations and Programming teams
  • Maintain a firm understanding of all SCF values, programs, goals and advocacy messages to promote the work of SCF accurately to external audiences
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  • Front Desk and reception area monitored at all times
  • Incoming and outgoing calls answered and placed promptly
  • Administration workplans are documented and deliverables achieved within designated timeframes
  • All filing, records, catalogues and registries regularly updated and maintained
  • All correspondence managed according to requirements
  • Stationary stocks maintained according to office needs
  • Knowledge of all SCF programs, goals and messages demonstrated

  1. Human Resources, Recruitment and Capacity Building
  • Support (HR) with the implementation of all HR policies and practices, in accordance with the HR/New Employee Manual and other SCF policies and procedures, promoting consistency and coherence across office locations
  • Work with HR to address any staffing gaps and initiate recruitment of staff, and/or assist with the organisation of staff training or capacity building workshops
  • Assist HR with the recruitment and induction of new employees, including in the preparation of letters of offer, staff contracts, key policies and procedures to be signed and the establishment of new personnel files
  • Assist HR with the maintenance of personnel records, staff contact lists, contract renewal lists etc
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  • HR/New Employee Manual implemented in a systematic and consistent manner across all SCF office locations
  • Staff and management HR needs to be addressed in a timely and principled manner and issues resolved appropriately maintaining good staff relations
  • Recruitment of staff proceeds in accordance with SCF guidelines, promoting equal opportunity employment

  1. Other Duties
  • Create and maintain a cooperative and positive working environment, promoting team work and a team spirit, participate in decision making, and supportthe SCF team with progressing towards organisational objectives and goals.
  • Identify capacity development and training opportunities for skills improvement and seek the endorsement of the OM and CEO to ensure attendance
  • Supporting HR to ensure the SCF Child Protection Policy is understood by all staff and that it is integrated into all aspects of the team’s work
  • Report to the CEO, and/or Child Protection Focal Points, any violations of SCF personnel policies and Code of Conduct.
  • Ensure SCF financial management systems, processes and controls are adhered to by all SCF team members
  • Ensure that all organisational policies are understood and being followed by all staff. This is inclusive of the Vehicle Use Policy, Per Diem Policy, Child Protection Policy, Financial Procedure Policy and Employee Terms and Conditions.
  • Undertake all other official duties as directed by the Operations Manager, the SCF CEO or other authorised officers.
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  • A safe and positive work environment is established and maintained.
  • Performance appraisal and development plan completed with the OM at least once per year.
  • CA requests coaching, attends relevant trainings, or has other opportunities for building capacity.
  • AllSCF policies and procedures are observed and complied with by all SCF team members.
  • Policy violations are reported, documented and investigated in accordance with disciplinary procedures, and the child protection reporting process is followed as required.
  • Approved spending is conducted within the designated delegation of authority framework and in accordance with SCF policies and procedures

SCI VALUES &DEMONSTATED BEHAVIOURS ~ Our Values in Practice
Accountability:
We take personal responsibility for using our resources efficiently, achieving measurable results, and being accountable to supporters, partners and, most of all, children. /
  • Is happy to take responsibility where the necessary skills exist or can be developed.
  • Is able to learn from mistakes and successes.
  • Enjoys the idea of a challenge and associated learning.
  • Actively seeks out development opportunities.
  • Is able to seek out assistance/resources where required.
  • Is able to set own goals and objectives.
  • Demonstrates personal drive and commitment.

Ambition:
We are demanding of ourselves and our colleagues, set high goals and are committed to improving the quality of everything we do for children. /
  • Works towards and achieves set goals & objectives.
  • Committed to quality & continuous improvement in work efforts & activities.
  • Is proactive and pursues relevant opportunities.

Collaboration:
We respect and value each other, thrive on our diversity, and work with partners to leverage our global strength in making a difference for children. /
  • Can quickly find common ground and solve problems for the benefit of all.
  • Is fair and reasonable to others.
  • Can solve problems with peers with minimal disruption.
  • Is a team player and is cooperative.
  • Easily gains trust and support of peers and encourages collaboration.

Creativity:
We are open to new ideas, embrace change, and take disciplined risks to develop sustainable solutions for and with children. /
  • Embraces and supports organisational change.
  • Acts as a change agent and encourages others to embrace change.
  • Presents relevant new ideas to peers and manager/supervisor.
  • Is seen as value-adding within the workplace.

Integrity:
We aspire to live the highest standards of personal honesty and behaviour; we never compromise our reputation and always act in the best interests of children. /
  • Acts with authenticity and is accountable for own words & actions.
  • Acts with honesty and transparency in all dealings.
  • Ensures high levels of confidentiality relating to both data and verbal communication.
  • Behaviour is in accordance with SCF policies and Code of Conduct.
  • Is aware of the impact of own behaviour on others and manages behaviour accordingly.
  • Can present the accurate truth in an appropriate and helpful manner.
  • Admits mistakes.
  • Doesn’t misrepresent him/herself for personal gain.

QUALIFICATIONS AND EXPERIENCE
Essential:
  • Relevant Diplomaqualification and at least 3 years experience working in an NGO, or corporate environment in a similar role.
  • High levels of computer proficiency, especially with the MS Office suite packages and ademonstrated ability in achieving agreed deliverables
  • Human resource administration experience, including the proven ability to support staff recruitment and induction
  • Substantial experience with filing and record management systems
  • Financial monitoring skills and proven experience and knowledge of effective financial controls
  • Demonstrated interpersonal, oral and written communication skills, and the ability to influence and negotiate with a range of diverse stakeholders
  • Ability to problem-solve, multi-task, determine priorities, take initiative, maintain high levels of self-motivation, work as part of a team and independently as and when required, and in multi-cultural settings
  • Ownership and accountability of one’s work and high levels of confidentiality and integrity (relating to both data and verbal communication).
  • Fluency in written and spoken English
Desirable:
  • An understanding of national and international development issues, in particular in relation to children and their vulnerabilities and rights, including a general understanding of the child rights-based and strength-based programming approach to development
  • Fluency in Fijian and Hindi an asset
  • A valid class 2 driver’s license

Additional:
  • Any offer of employment at Save the Children Fiji will be subject to a satisfactory National Police Record Check
  • Employees must sign onto Save the Children Fiji’s Child Protection Policy and Code of Conduct.
  • Some out of hours work and periodic travel will be required in this position.
  • Ongoing performance and employment will be measured against KPIs, values and demonstrated behaviours outlined above.

Date of issue: / Author: Transition Advisor / SCF Board
Signed: SCF Chief Executive Officer
Signed: Clerical Assistant

Job Description – Front Desk ClerkPage 1 of 3