Scope of Work General Affairs Consultant
Objective:
To provide day-to-day support in general administrative, facility, and office services to ensure a well functioning and safe working environment in line with Save the Children’s operational standards and procedures.
Key Responsibilities:
1. Office Facility & Maintenance
- Coordinate with vendors for facility maintenance, repairs, and general upkeep of the office premises.
- Ensure cleanliness, utilities, and office supplies are adequately maintained and stocked.
- Assist in monitoring office equipment (printers, AC, pantry appliances) and arrange service when needed.
2. Office Supplies & Inventory
- Support the distribution of general office and pantry supplies.
- Maintain records of stock levels and update inventory logs.
- Ensure timely replenishment requests and minimize stock-outs.
3. Meeting & Event Logistics
- Assist with room bookings, meeting arrangements, refreshments, and logistics for internal events or training.
- Provide support during workshops, staff gatherings, or travel arrangements when required.
4. Vendor Liaison
- Coordinate with service providers such as general support, security, office maintenance, and utility providers.
- Process vendor documentation (e.g., service completion, invoices) in collaboration with finance/procurement teams.
5. Documentation & Compliance
- Maintain proper documentation for general affairs activities (contracts, logs, service reports).
- Ensure adherence to Save the Children’s standards, policies, and safety protocols in all facility-related matters.
Qualifications:
- Minimum Diploma (D3) in Office Management, Administration, or related field; or 2 years of relevant experience in general services or administrative support.
- Strong organizational and multitasking skills.
- Good interpersonal and communication skills.
- Basic knowledge of facility operations and vendor coordination.
- Proficiency in Microsoft Office (especially Excel and Outlook).
- Experience working in NGO or humanitarian environments is an advantage.
Deliverables:
- Monthly report on office supply usage and inventory status.
- Maintenance and facility issue tracker updated regularly.
- Log of vendor communications and service schedules.
- Organized documentation of administrative and logistical support activities