Administration Officer, Global Safety and Security Access

Save the Children International has an exciting opportunity for a Administration Officer, Global Safety and Security Access to join our global team.

Team Purpose

The Global Safety, Security and Access (GSSA) team provides effective safety and security management, training, governance, policies, procedures and systems that minimise risks to staff, programmes, assets and organisational reputation. The team ensures that staff, volunteers and consultants have the information, capability and support required to prevent, manage and respond to incidents and crises, enabling the delivery of high-quality programmes for children and their families.

Role Purpose

The Administration Officer provides financial administration and coordination support to the GSSA team. The role is responsible for GSSA procurement processes, coordination of training logistics and course administration, and financial tracking and cost recovery mechanisms.

 The post holder will coordinate billing and cost recovery for GSSA services and training activities, manage procurement and subscription payments through organisational systems, and perform training coordination and general administrative work accurately, efficiently and in compliance with organisational policies and procedures. The role contributes to the effective functioning of the GSSA team by maintaining strong administrative controls, supporting stakeholder engagement and facilitating smooth operational delivery.

• Job Title: Administration Officer, Global Safety and Security Access
• Reports To: GSS and CMT Administrator
• Work Pattern: Hybrid/Remote with flexible working options available
• Location: Any approved Save the Children International office location. For a full list of locations that Save the Children International can hire in, please visit: SCI Careers
• Required Time Zone: Any
• Contract Length: Permanent
• Right to Work: The successful candidate must have the right to work in the country where the role is based, for the duration of employment. 
• Language Requirements: English
• International Travel: up to % 
• Remit: Global

Principal Accountabilities

Financial Administration and Cost Recovery

• Ensure monthly invoicing and reconciliation of charges related to GSSA services to SC UK and SC US as per the respective agreed service delivery arrangements.
• Ensure that costs associated with training courses delivered by the GSSA Training Team are charged to the appropriate clients, global teams or SC Members, in conjunction with the Finance Business Partner.
• Ensure that costs associated with GSSA deployments are charged to the appropriate clients, global teams or SC Members, in conjunction with the Finance Business Partner
• Maintain accurate records of training attendance, participant information, course costs and billing status, following up on recharges and audit queries as needed.
• Process invoices, expenses and financial transactions in accordance with organisational financial policies and procedures.
• Monitor financial commitments and maintain tracking tools relating to GSSA administrative activities, training and service provision.

Procurement and Subscription Management

• Coordinate the payment of GSSA subscriptions, memberships and service agreements through organisational procurement and financial systems.
• Support procurement processes for GSSA-related goods and services, including adding new suppliers, raising purchase requests, obtaining quotations, liaising with suppliers and tracking approvals.
• Ensure procurement documentation is complete, accurate and compliant with organisational procedures.
• Track contract renewals, subscriptions and supplier payments to prevent service interruptions.

Training Administration and Coordination

• Provide administrative support to the GSSA Training Team, including coordination of course logistics, participant registration and communication.
• Support the GSSA Training Lead with the annual training calendar and any marketing communication materials.
• Coordinate logistical arrangements for training activities, including virtual and in-person sessions.
• Liaise with participants, facilitators and stakeholders to ensure the smooth delivery of training events.
• Support reporting on training delivery, costs, participation and recovery of training-related expenses.
• Maintain training material inventory, records, attendance registers and certification documentation.
• Request and disseminate the relevant certificates from our awarding organisation promptly following the completion of a course.

Experience and Skills

Essential

1. Experience in administration, business support, finance administration or office coordination.
2. Experience processing invoices, payments and procurement activities.
3. Experience coordinating training events, meetings or organisational activities.
4. Strong organisational and planning skills with the ability to manage multiple priorities.
5. Experience maintaining records and administrative databases.
6. High attention to detail and accuracy in financial and administrative processes.
7. Proficiency in Microsoft Office applications, particularly Outlook, Excel, Word and Teams.
8. Excellent interpersonal, communication and stakeholder-management skills.
9. Ability to work independently while supporting a geographically dispersed team

Desirable

• Experience working within an INGO or international organisation.
• Experience with procurement and financial management systems such as ProSave, Unit4 or similar ERP systems.
• Exposure to safety, security, risk management or training administration functions.
• Understanding of cost recovery and internal billing processes.
• Experience in enhancing inclusiveness and diversity in the workplace, fostering a culture of equity and respect.

Education and Qualifications 

Essential

• A diploma or equivalent higher qualification in Business Administration, Management, Social Sciences, or a related field is preferred.

Desirable

• Professional certification in office administration or a related field will be an advantage.
• Training in financial administration or procurement processes.

Working at Save the Children International

Save the Children is the world's leading organisation for children, employing ~25,000 staff. We save children's lives. We fight for their rights. We help them fulfil their potential. Through our work in 116 countries, we put the most deprived and marginalised children first.

We know that great people make a great organisation, 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.

The work here is challenging but is also immensely rewarding. At Save the Children, you will be in good company, working with talented, like-minded individuals who are determined to ensure that all children survive, learn, and are protected. Your contribution will help ensure children's voices are heard at the highest levels, and that we achieve our global strategy, Ambition for Children 2030, and reach every last child.

Diversity, Equity and Inclusion and Equal Opportunities

DEI is core to our vision, values and global strategy. Save the Children is committed to creating a truly diverse, equitable and inclusive organisation, and one which will support us in our vision to ensure every child attains the right to survival, protection, development, and participation.

We are committed to equal employment opportunities, regardless of gender, sexual orientation, race, colour, ethnic origin, nationality, disability, marital or civil partnership status, gender reassignment, pregnancy and maternity, caring or parental responsibilities, age, or beliefs and religion. We are committed to diversifying our staff to better represent the communities we serve and actively welcome underrepresented groups to apply.

Reasonable adjustments will be made should any candidate invited to interview require this.

Application Information

Please attach a copy of your CV and cover letter with your application. A full copy of the role profile can be found at SCI Careers. It is recommended that you save a copy of the role profile as it will no longer be available after the advert closes.

Applications will be reviewed on a rolling basis and the job advert may be closed earlier than advertised subject to the volume of suitable applicants. Please submit your application at your earliest convenience to avoid disappointment.
Due to the high volume of applications we receive, only shortlisted candidates will be contacted. Candidates who are successfully shortlisted should expect to hear from us within 2 weeks of the advert deadline.

Our Recruitment Process

1. Application review by our recruiting team based on your CV and cover letter
2. Two-stage competency-based interviews with the hiring team
3. Some recruitment may include an additional assessment or case study stage, or a third stage interview
4. If successful, you will receive a conditional offer of employment, followed by your contract subject to passing background checks

We need to keep children and adults safe so our selection process includes rigorous background checks and reflects our commitment to the protection of children and adults from abuse.  All employees are expected to carry out their duties in accordance with our Code of Conduct and all policies and procedures relating to Anti-Harassment, Health and Safety, Safeguarding, and DEI and Equal Opportunities.

Save the Children does not charge a fee at any stage of the recruitment process.