Admin Officer
Terms of Reference
 
Division           : Programs
Location           : Sana’a
Reports to        : Project Manager
 
ABOUT THE ORGANIZATION:
YFCA is a leading, Humanitarian, non-Governmental, non-Profit, non-denominational and impartial Organization established in 1976 to improve woman and child health.  Dramatic changes in YFCA mandate were introduced gradually to accommodate the emerging needs of women, children, youth and vulnerable groups.  From that Health perspective, YFCA programs incorporate wider thematic interventions including WASH, Shelter, and Nutrition, Food Security, Agriculture and Livelihood, Education, Early Recovery and Protection. To pursue its unchanging humanitarian mission, YFCA will thoughtfully continue its expansion process to respond to the ever changing needs of affected communities and vulnerable groups.
ROLE PURPOSE:
Admin Officer supports the daily administration activities and providing support in the various human resource functions, and administrative tasks to support delivery of a discrete work area, enabling those supported to be more effective.
 
RESPONSIBILITIES:

• Supervises the daily operation of positions under his/her responsibility.
• Participates in the development of staffing plans; performs administrative tasks related to staff coverage (i.e.  Vacations and modified days, time sheets and employee information records, for support and auxiliary staff); markers and student assistants.
• Coordinates and approves staff work and vacation schedules and other absences; and timesheets;
• Conducts performance evaluations and schedules monthly meetings with support staff under his/her responsibility;
• Directs work of a routine and non-routine nature and establishes priorities where applicable.
• Provides administrative support for projects as delegated.
•  Implements the organization standard operating guidelines for general administrational and provide administrative support to staff and visitors;
• Maintains, keeps track of, and updates records and payment schedules of the office utilities;
• Maintains effective communication in the office;
• Coordinate and overall manage office running and management (maintenance, repairs; equipment; stationery);
• Ensures office supplies and stationary are available for office use.
• Provides verbal and written reports on project progress and outcomes.
• Maintains and track information related to project budgets, timelines and achievement of goals.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration or a relevant discipline (preferably  social science or arts subjects)
• At least 3 years of experience in the same position (HR/Admin)
• Advanced English language written and communication skills
• Computer literate, including word processing, databases/ spreadsheet.

SKILLS:

• Detail oriented and good record keeper;
• Able to draft standard letters and other written communications;
• Good time management with ability to priorities;
• Able to multi-task in dealing with all three components of the job;
• Demonstrates adaptability and flexibility in all aspects of working;
• Solutions focused, looks for ways to make the achievement of objectives possible;
• Anticipates outcomes of activities and uses initiative to keep these activities on course;
• Has a good knowledge of the work of department and able to self-start;
• Proven ability to organize work effectively;
• Service oriented.

COMPETENCIES:

• Achieving Results:  Organization to Work Effectively; Drive to Achieve Results; Tenacity; Initiative;
• Thinking & Understanding: Organizational Awareness; Knowledge Management; Analytical Thinking;
• Self-Management:  Managing Emotions; Self Awareness; Adaptable & Flexible; Respect for Others;
• Working Effectively With Others:  Following; Supporting Others; Interpersonal Awareness; Communications; Influencing Others
• Leading Others:  Delegation; Taking Charge;
• Willingness and fitness to travel for sustained periods of time;
• Understanding of the complexities of working in a multicultural environment;
• Commitment to and ability to promote Oxfam's equal opportunity and gender policies.

 HOW TO APPLY:
 
Interested candidates are invited to submit their updated CVs to hr@yfca.ngo, by 22 Jan 2020 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered. Only shortlisted candidates will be contacted.

YFCA is an Equal Opportunity Employer