World Vision International

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Administrative Officer

Job Description

Administrative Officer

LOCATION

Yerevan, Armenia

DURATION

Open-ended

PURPOSE OF THE POSITION

To provide wide range of administrative support to World Vision Armenia office, including but not limited to office administration and management, insuring travel logistics for staff and guests, logistics of events, safety and security, and other.

MAJOR RESPONSIBILITIES

Office administration and maintenance

  • Ensure uninterrupted and smooth office operation, including but not limited to building management, maintenance of key functions and services;

  • Assist in Country Office (CO) space allocation in coordination with relevant CO Department Managers ensuring office space availability for new hires;

  • Conduct inventory control maintenance, insurance and disposition of all fixed assets in cooperation with Finance department. Ensure internal asset transfers are recoded properly and synchronized with Finance Department database;

  • Supervise and coordinate development of mobile phones monthly reports and timely submission to Finance department.

Travel logistics for staff and guests, Event logistics

  • Make relevant arrangements for visas, hotel bookings and the most efficient and economic travel routes for staff international travel. Ensure quality administrative support services related to visa arrangements, hotel accommodation/ renting apartments, travel logistics for staff and guests;

  • Regularly monitor market pricing and quality servicing situation related to hotel accommodation;

  • Support in organization and coordination of events in Armenia including trainings, workshops, seminars by providing list of hotels, negotiation of menus, transportation issues. Support the event organizing party with ensuring smooth organization and supervision.

Staff Management

  • Manage performance of direct reports based on agreed priorities and targets;

  • Duly conduct performance planning and evaluation of the direct and matrix/ dotted line reports.

REQUIRED QUALIFICATIONS

  • Minimum three years of relevant experience in Office administration;

  • Experience with national and international NGOs or similar organisations;

  • Higher Education (preferable in Business Administration or relevant field of studies);

  • Ability to establish and maintain relationship with partners, strong communication and negotiation skills;

  • Strong analytical skills;

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

  • Excellent interpersonal and team work skills;

  • Good knowledge of verbal and written English;

  • Computer literacy: Word, Excel, PowerPoint, experience using and maintaining software database;

  • Ability to travel across the country and abroad 10% of time.