Safe Space Assistant Aswan

ROLE PURPOSE: The Admin Assistant accountable for the day to day operations by serving as a central point for facilitating the projects administration logistics procurement and financial processes related to the safe space. Post holder is accountable for ensuring operations efficiency through the management of various functions of the operational aspects and project resources in coordination with Finance HR Risk and Compliance Safety and Security Admin and Supply chain units. Areas of responsibility include but are not limited to: leading on the project administration tasks such as preparation of documentation training materials establishing and maintaining administrative systems and filing); logistics tasks (identifying venues for trainings/meetings procurement process and arranging travel.

The project is funded from the Swiss Development Corporation (SDC) and will be based in Aswan. The project duration is one year from January 2026 to December 2026. The project will be targeting Sudanese community in Aswan based in Aswan field office and the team will be working and based across 3 friendly scpaces in areas with high Sudanese concentration as Karkar and Nasr Elnuba working on multisectors:

- Child Protection: case management for children exposed to protection risks besides providing emergency cash and protection for cash. It will also include mentorship program for children especially the unacompanied and separated children. Additionally there will be capacity building for community leaders and teachers on CP and safeguarding. Furthermore there will be awareness raising for children on their rights besides awareness for their parents as well.

- MHPSS: providing groups and individual mental health and psychosocial support to the children in groups and also individually according the care plan of each child. There will be also positive parenting groups conducted for the parents. Moreover there will be community events held to enhance their wellbeing and integration.

- Education: it will include renovation for community learning centers of Sudanese community beside training to the teachers on the main technical and socio-emotional mechanisms. The project will provide education grants as well for the children enrolled in these centers. There will be also programs provided to the children who dropped out to enable them to return back to school and other program for children who have weak literacy skills.

- Livelihood: the component will have two tracks; wage employment and self employment. The 1^st track will include capacity building for the beneficiaries followed by matching to employment opportunity. Beneficiaries will be supported by cash assistance and apprenticeship for 3 months. The 2^nd track will be self employment starting with capacity building for the beneficiaries then provision of seed fund to start their business. Beneficiaries will have at least 3 month of coaching and monitoring. Vocational training will be also provided based on need.

- Cash Assistance: the project will provide multipurpose cash assistance for vulnerable families besides winteriation assistance as well. There will be also awareness raising on money management for those receiving the cash assistance.

- Health: will include emergency nutrition screening and rapid nutritional support provided to newly arrived crisis-affected children and women. Additionally there will be support to the public health system by training provision to staff and providing medical supplies. There will be also trainings for mental health and GBV-related service providers in Aswan. The project will support the establishment of health service points within the community to provide health care services as check up and also providing cash for health.

- Gender will be mainstreamed across all sectors with focus on gender equality in awareness sessions girls empowerment and health and protection support for GBV cases

SCOPE OF ROLE:

Reports to: Senior Operations Officer

Staff reporting to this post: NA

KEY AREAS OF ACCOUNTABILITY:

Provide logistical financial and administration support to the implementing teams in the safe space to ensure the timely project implementation in consistency with SCI policies and procedures and donor requirements.

Lead and oversee all the preparation of the project events and gatherings including schedule materials logistics and any other related tasks.

Participate in the development of all project plans including programmatic and procurement activities according to project proposal and logical frame work.

Prepare payments advances and supervising the settlement of open advances.

Keeping track of project expenses sheet and project financial documents and monitoring cash flow.

Assist the project lead in developing and monitoring the project offline trackers.

Oversee the procurement process starting issuing and monitoring all the procurement requests ensuring the compliance and filing of required documents in accordance with the donor and SCI policies in collaboration with the procurement department. Follow up on vendor payments and purchase orders;

Supporting the team in all the administrative tasks related to their travel in coordination with the admin and fleet units

Support in coordinating meetings with stakeholders such as scheduling setting up logistics for meetings organizing agenda items taking minutes during meetings circulating notes and/or action items after meetings.

Maintain good relations with all project partners and participate in required events

Reporting and documentation:

Organize and maintain project files; maintain electronic and paper records

Maintaining proper inventory records of project material and publication;

Report weekly to line manager on tasks updates.

BEHAVIOURS(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 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

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 self-accountable to deliver on his/her responsibilities.

Use project resources in a timely manner to achieve project goals.

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 his/her 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 Degree in any relevant fields

Minimum of 2 years of experience in administrative/project implementation with strong experience in logistic work.

Proven knowledge and skills in project planning implementation monitoring and evaluation is desirable

Excellent knowledge of Microsoft Office software including Word Excel and PowerPoint Excellent writing and presentation skills.

Very good command in writing and speaking Arabic and English.

EXPERIENCE AND SKILLS

Essential

Ability to work in high pressure environment with competing priorities and tight deadlines

Excellent organizational and time management skill.

Strong interpersonal verbal and written skills required

Ability to take initiative and work independently as well as part of a team.

Ability to problem solve and multi-task.

Good knowledge of child protection issues will be an added advantage.

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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 relevant to their field of work.

Equal Opportunities

The role 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. The role holder is required to adhere to SCI Safeguarding policies and child participation

Health and Safety

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