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Administrative Department Manager

9211-15N00086
Yerevan
18-Jan-18

Administrative Department Manager

LOCATION

Yerevan, Armenia

DURATION

Open-ended

PURPOSE OF THE POSITION

Administrative Department Manager will provide leadership and management to Administration, Office Operation and Maintenance, Gifts-In-Kind and Fleet units ensuring that staff, systems and processes are running efficiently and at high levels of excellence.

He/ she will assist achieving ministry objectives in cost-effective manner, ensuring compliance to World Vision International policies and procedures and local legislation, and will oversee all relevant program support functions and ensure overall management quality in close collaboration with World Vision Armenia Program Director.

MAJOR RESPONSIBILITIES

1. Program Support

  • Provide advice and support to Program Director on all aspects of the effective management and functioning of Administration, Gifts-In-Kind and Fleet units,

  • Ensure that World Vision International and World Vision Armenia standards and audit requirements are being upheld by all support functions,

  • To be involved with Regional and Partnership working and technical groups where appropriate.

2. Administration

  • Provide leadership in all administration matters and provide strategic input on these matters to decisions covering all areas of ministry,

  • Ensure comprehensive administrative systems are established and maintained in order to provide appropriate levels of security and controls over the organization’s resources and operations.

3. Office Operation and Maintenance

  • Supervise and manage office support services including secretarial, data processing, transportation and housing,

  • Supervise procurement plan of office supplies and equipment maintenance,

  • Supervise operation of petty cash for office expenses. Ensure reconciliation with the finance department,

  • Supervise the arrangements: for visas, hotel bookings and the most efficient and economic travel routes both for World Vision Armenia visitors and staff international travel,

  • Supervise coordination of accommodation needs of World Vision Armenia international staff and visitors including landlord-tenants contracts,

  • Supervise coordination of search and examination of office residential spaces, parking lots, etc. when it’s required. Negotiate with providers and oversee office building and repair processes including handling contracts and monitoring the quality of works done,

  • Ensure World Vision Armenia office security procedures are adequate,

  • Develop administration budget and provide regular finance reports on administration operations,

  • Overview office charges and payment of relevant office maintenance bills.

4. Fleet Administration

  • Supervise coordination of transportation needs of World Vision Armenia staff and visitors in Yerevan in a timely manner,

  • Supervise maintenance of World Vision Armenia vehicle fleet,

  • Supervise insurance matters relating to travel and vehicles,

  • Long-term fleet planning and ensuring efficiency of fleet resource utilization.

5. Renovation and construction works

  • Ensure that renovation and construction design, implementation and supervision are done according to the RA legislation,

  • In case renovation and construction materials are provided to the sites, ensure the provided quantities are used totally and for the purpose,

  • Lead and guide renovation and construction engineers (service contractors) contracted from the pool to ensure accountable and quality projects in Area Programs.

6. Gifts-In-Kind

  • Liaise with Programming department and Support Offices regarding Gifts-In-Kind needs and ensure that proper logistics systems are set up for a safe delivery and transport,

  • Ensure that Gifts-In-Kind is propositioned for emergency responses and is utilized effectively,

  • Work closely with World Vision Armenia Gifts-In-Kind distribution partner organization to organize Gifts-In-Kind distribution to the most vulnerable groups.

7. Staff Management

  • Provide adequate coaching and support in the personal and professional development of direct reports,

  • Encourage a positive and open style of leadership that enhances teamwork and job performance,

  • Practice servant leadership and be a role model for the staff team and peers.

REQUIRED QUALIFICATIONS

The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training:

  • Bachelor degree or relevant in Finance or Public Administration (Master's Degree a plus),

  • Minimum of five years’ relevant management experience,

  • Strong interpersonal and communications skills with a proven ability to work with a wide range of managers and resolve interpersonal conflicts,

  • Strong analytical skills,

  • Strong facilitation skills, coaching skills and proven experience,

  • Attention to detail and ability to work under time pressure,

  • Solid interpersonal and team work skills,

  • Excellent verbal and written communication skills in English;

  • Ability to travel across the country and abroad 20% of time.