Administration Officer, Global Safety and Security Access in London

Save the Children International has an exciting opportunity for an 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.

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.
  • 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.
  • Maintain training material inventory, records, attendance registers and certification documentation.

Experience and Skills

Essential

• Experience in administration, business support, finance administration or office coordination.
• Experience processing invoices, payments and procurement activities.
• Strong organisational and planning skills with the ability to manage multiple priorities.
• High attention to detail and accuracy in financial and administrative processes.
• Proficiency in Microsoft Office applications, particularly Outlook, Excel, Word and Teams.
• Excellent interpersonal, communication and stakeholder-management skills.

Desirable

• Experience working within an INGO or international organisation.
• Exposure to safety, security, risk management or training administration functions.

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.

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.

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.

Application Information

Please attach a copy of your CV and cover letter with your application. 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.