Consultancy Needed - General Affairs

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