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About the Role

The Administration Officer provides financial administration and coordination support to the Global Safety, Security and Access (GSSA) team. The role is responsible for GSSA procurement processes, coordination of training logistics and course administration, and financial tracking and cost recovery mechanisms.

Responsibilities

Ensure monthly invoicing and reconciliation of charges related to GSSA services to SC UK and SC US as per the respective agreed service delivery arrangements.
Ensure that costs associated with training courses delivered by the GSSA Training Team are charged to the appropriate clients, global teams or SC Members, in conjunction with the Finance Business Partner.
Ensure that costs associated with GSSA deployments are charged to the appropriate clients, global teams or SC Members, in conjunction with the Finance Business Partner.
Maintain accurate records of training attendance, participant information, course costs and billing status, following up on recharges and audit queries as needed.
Process invoices, expenses and financial transactions in accordance with organisational financial policies and procedures.
Monitor financial commitments and maintain tracking tools relating to GSSA administrative activities, training and service provision.
Coordinate the payment of GSSA subscriptions, memberships and service agreements through organisational procurement and financial systems.
Support procurement processes for GSSA-related goods and services, including adding new suppliers, raising purchase requests, obtaining quotations, liaising with suppliers and tracking approvals.
Ensure procurement documentation is complete, accurate and compliant with organisational procedures.
Track contract renewals, subscriptions and supplier payments to prevent service interruptions.
Provide administrative support to the GSSA Training Team, including coordination of course logistics, participant registration and communication.
Support the GSSA Training Lead with the annual training calendar and any marketing communication materials.
Coordinate logistical arrangements for training activities, including virtual and in-person sessions.
Liaise with participants, facilitators and stakeholders to ensure the smooth delivery of training events.
Support reporting on training delivery, costs, participation and recovery of training-related expenses.
Maintain training material inventory, records, attendance registers and certification documentation.
Request and disseminate the relevant certificates from our awarding organisation promptly following the completion of a course.

Requirements

Experience in administration, business support, finance administration or office coordination.
Experience processing invoices, payments and procurement activities.
Experience coordinating training events, meetings or organisational activities.
Strong organisational and planning skills with the ability to manage multiple priorities.
Experience maintaining records and administrative databases.
High attention to detail and accuracy in financial and administrative processes.
Proficiency in Microsoft Office applications, particularly Outlook, Excel, Word and Teams.
Excellent interpersonal, communication and stakeholder-management skills.
Ability to work independently while supporting a geographically dispersed team.
Experience working within an INGO or international organisation.
Experience with procurement and financial management systems such as ProSave, Unit4 or similar ERP systems.
Exposure to safety, security, risk management or training administration functions.
Understanding of cost recovery and internal billing processes.
Experience in enhancing inclusiveness and diversity in the workplace, fostering a culture of equity and respect.
The successful candidate must have the right to work in the country where the role is based, for the duration of employment.

Skills

Microsoft Office applications
Outlook
Excel
Word
Teams
Interpersonal skills
Communication skills
Stakeholder management skills
Organisational skills
Planning skills
Attention to detail
Accuracy in financial processes
Accuracy in administrative processes
ProSave
Unit4
ERP systems

Location

Any approved Save the Children International office location

Work Type

Hybrid
Remote
Permanent

Experience Level

Administration
Business support
Finance administration
Office coordination
Procurement activities
Training events coordination
Record maintenance
Administrative databases
INGO experience
International organisation experience
Procurement systems experience
Financial management systems experience
Safety functions exposure
Security functions exposure
Risk management functions exposure
Training administration functions exposure
Cost recovery understanding
Internal billing processes understanding
Diversity and inclusion experience

Education Level

Diploma or equivalent higher qualification in Business Administration, Management, Social Sciences, or a related field
Professional certification in office administration or a related field
Training in financial administration or procurement processes

About the Company

Save the Children is the world's leading organisation for children, employing ~25,000 staff.
We save children's lives. We fight for their rights. We help them fulfil their potential.
Through our work in 116 countries, we put the most deprived and marginalised children first.
We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.
At Save the Children, you will be in good company, working with talented, like-minded individuals who are determined to ensure that all children survive, learn, and are protected.
Your contribution will help ensure children's voices are heard at the highest levels, and that we achieve our global strategy, Ambition for Children 2030, and reach every last child.

Equal Opportunity

DEI is core to our vision, values and global strategy.
Save the Children is committed to creating a truly diverse, equitable and inclusive organisation, and one which will support us in our vision to ensure every child attains the right to survival, protection, development, and participation.
We are committed to equal employment opportunities, regardless of gender, sexual orientation, race, colour, ethnic origin, nationality, disability, marital or civil partnership status, gender reassignment, pregnancy and maternity, caring or parental responsibilities, age, or beliefs and religion.
We are committed to diversifying our staff to better represent the communities we serve and actively welcome underrepresented groups to apply.
Reasonable adjustments will be made should any candidate invited to interview require this.