Job Details

The Opportunity
 
The MENAEE HLA  Officer will provide essential administration and coordination support to the MENAEE regional Humanitarian Leadership Academy (HLA) team, and key programs and initiatives.  This includes supporting the initiation, organization, delivery, financial administration and monitoring of PDPs and other programs and initiatives led by the team. 
 
The  Officer will use their excellent administration, coordination and finance skills to support ongoing processes and to establish new mechanisms to better support key tasks.  This position relies on developing strong relationships within the Regional Office (RO) Operations and PDQ teams, as well as support teams – administration, HR, Finance, Supply Chain, MEAL and Awards Management.
 
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.
 
In order to be successful you will bring/have: 
 

• A minimum of a BA in management, Finance, MIS or any related field.
• Minimum of Four to Five  years’ experience in  education, child protection programs or humantrian with International organization.
• Experience setting up and maintaining administrative processes e.g. filing systems
• Experience of organising logistics for training events or conferences, including virtul training arrangement 
• Experience in finance supporting services as process invoices and other financial information, such as expense claims and payment of suppliers.
• Experience in Facilitation and training , virtually and face to face . 

KEY AREAS OF ACCOUNTABILITY :
 
Team leadership support
 

• Provide effective administration and coordination support for the HLA Regional Lead across a range of recruitment, HR, procurement, finance, administration and fundraising tasks and processes.
• Take the lead in managing travel arrangements and facilitating the welcoming of visitors to the HLA MENAEE center. 
• Collaborate with team members to prepare presentations and materials vital for MENAEE regional activities, ensuring they are comprehensive, timely, and aligned with organizational objectives. Support the formulation and implementation of a fortnightly work plan, ensuring effective coordination and support for all MENAEE HLA Team members to achieve their objectives.
• Always maintain confidentiality of sensitive information
• Capture accurate minutes during meetings as required, ensuring comprehensive documentation of discussions and action points for reference and follow-up.
• Support in the training delivery of different capacity strengthening programs,  also review training materials 
• check translations  and make sure they are up to the standards 
• Programme management support 

• Support the effective programme management of MENAEE HLA programs in all aspects (as outlined below) helping ensure key results are delivered to tight deadlines
• Support effective coordination and regular communication with key stakeholders.
• Collaborate closely with facilitators to ensure effective coordination and preparation for the HLA activities and maintain open communication channels with external partners and beneficiaries. 
• Provide comprehensive coordination support to program participants across EiE (Education in Emergencies) and CPiE (Child Protection in Emergencies) programs, including administrative assistance and timely communication regarding expense processing, monitoring of learning and development processes, and arrangement of mentoring sessions.
• Provide support to participants and facilitators on the Programs including supporting on visa applications, collecting biodata and liaising regarding programme logistics
• Provide administrative support to ensure the success of participant’s job placements.
• Administer support mechanisms to ensure the success of participants' job placements, facilitating their integration into relevant roles effectively.
• Offer administrative and technical support in translating program materials into Arabic, ensuring accessibility and inclusivity for all participants.
• Provide support to both programs regarding reviewing documents, designing surveys, and providing high-quality technical translations.
• Support in reporting of the program achievements monthly and on quarterly basis
• Track spending and budget allocation on Monthly basis, , work with the program teams to forecast spending and allocate budget. 
• Facilitate virtual program sessions by providing administrative support and leveraging digital tools such as MS Teams, Zoom, Nearpod, and online platforms like LMS and Kaya to optimize participant engagement and learning outcomes.
• Work with the HLA MEAL officer to collect quantitative and qualitative data, and keep track of all information.
• Provide effective administrative support to CPiE and EiE program management activities, including advanced budget review, forecasting, and reporting, ensuring fiscal accountability and transparency throughout the program lifecycle. 

 
Budget monitoring and reporting
 

• Prepare regular financial reports detailing budgetary performance and expenditure trends.
• Monitor budgetary performance against established targets and forecasts.
• Ensure adherence to regulatory requirements and internal financial policies.

 
General administrative coordination
 

• Implement and uphold the SCI filing system, meticulously organizing files to track all administrative and logistics information to program participants, thereby facilitating efficient record-keeping and data management processes.
• Collaborate with cross-functional teams to address ad hoc administrative needs, demonstrating flexibility and responsiveness in supporting program activities as they arise, contributing to the overall operational effectiveness of the programs.
• Managing the online platforms : Moodle, LMS and Kaya , and provide guidance  to participants/students Additionally, responsible for configuring course content on the Moodle page.

 
Logistics and Financial coordination
 

• Book flights and accommodation for participants and facilitators, as and when required
• Raise purchase orders as required for venues, services and materials 
• Process invoices and other financial information, such as expense claims and payment of suppliers
• Support in confirming that documentations are obtained for all expenditures and validity of claims all financial claims Comply with financial policies and procedures
• Support in managing the project’s Budget effectively

 
Training, facilitation and event management coordination
 

• Contribute to HLA program participants’ recruitment process through liaising with candidates to ensure all paper work is processed and tight deadlines are met 
• Coordinate with       MENAEE HLA team members in running residential training events– by sourcing, booking and liaising with venues and suppliers before, during and after the events 
• Responsible for the updating and preparation and production of training resources and hand outs before and during the training events
• Responsible for ensuring the necessary equipment and stationary is available to participants and facilitators 
• Facilitating sessions during the residential training, including topics such as Child Safeguarding, general observations, and debriefs. Additionally, providing support to other facilitators as required. Offering facilitation for sessions related to EIE topics as needed and assisting in the delivery of the CPIE program.
• Supporting participant’s  assignments grading during residential training.

 
Monitoring and Evaluation
 

• Contribute to the ongoing monitoring and evaluation of HLA programs in the region, , including recording and analysing data
• Support the deployment of RLAs and analysis 
• Track key indicators and update MEAL trackers as guided by the ReMEAL and Regional team.

General
 

• Contribute to regional Team meetings and planning processes, internal initiatives and reporting requirements.
• Demonstrate leadership in relation to Save the Children policies and practice with respect to child safeguarding, bullying and harassment, code of conduct, equal opportunities and other relevant policies and procedures.

 
The Organisation
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 
 
We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday 
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated 

 
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  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. 
Application Information:
Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.  A copy of the full role profile can be found at www.savethechildren.net/careers
 
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.
 
All employees are expected to carry out their duties in accordance with our global anti-harassment policy