World Vision International

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Area Program Administration Officer

Job Description

AREA PROGRAM ADMINISTRATION OFFICER

PURPOSE OF POSITION

To provide a wide range of support services to World Vision Albania office and assist Area Program Team Leader in office and equipment maintenance operations. To support and assist the Team Leader and other program staff inorganizing and coordinating important events.

MAJOR RESPONSIBILITIES

  • Supporting program team in organizing important events, budgeting process, etc.

  • Actively participates in the department’s strategic planning sessions.

  • Integration and consolidation of monthly and weekly plans.

  • Helps coordinating events between the team, partners and other actors in the area.

  • Assists the coordination of transportation of Child Sponsorship postage between Area Program/National Office.

  • Fulfills procurement requests / conducts market surveys of local businesses for goods & services as per Area Program office administrative needs.

  • Assists Area Program team in preparing Purchase Requests as per approved procurement procedures. Assist Development Facilitators in defining goods technical specifics especially for new items.

  • Collects all Procurement Requests from all staff, consolidates and divides them as per Supply Chain category and then sends them to procurement for processing.

  • Keeps contact with National Office procurement staff to ensure follow up of Purchase Order.

  • Brings together hard copy invoices and submit them to Supply Chain staff in National Office.

  • Reviews/Checks and receives all delivered goods/materials/services as per Purchase Request (PR) and ensures quality of goods and accordance with all relevant documents (Contracts, Purchase Requests, and Purchase Orders). Ensures safety of goods and submits goods to staff.

  • Ensures small value purchases for Area Program needs as per petty cash World Vision policies. Ensure reconciliation followed up by proper documentation.

  • Coordinates purchases for Gift Notification purposes, (in clothes, industrial goods, school books and food packages).

  • Organize daily and weekly schedule for vehicle use. Assures the efficient usage of Area Program vehicle(s) as per staff requests.

  • Drive World Vision Area Program staff safely and on time when needed and when possible, according to activity plans.

  • Coordinate, observe and analyze all Area Program vehicles services/ repairs/ maintenance.

  • Compile a detailed monthly costs report of all Area Program vehicles based on daily log-books, fuel consume, service maintenance records.

  • Monitor the implementation of World Vision Albania Vehicle Driving Policy, required forms usage and reports as per WV internal policies.

KNOWLEDGE, SKILLS AND ABILITIES

  • Higher education / Bachelor Degree in fields related to Finance, Business Administration or Business Management.

  • Good knowledge of English language in speaking and writing.

  • Proficient in using the various computer packages such as MS-word, MS-excel etc.

  • Be good in planning and have outstanding organizational skills.

  • Some procurement knowledge on market surveys and invoices.

  • Some experience in organizing events.

  • Driving License, Category-B

**Only selected applicants for the next phase of Recruitment process will be contacted!