World Vision International

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Administration Officer

Job Description

World Vision International in Georgia is announcing an opening for the position of Finance and Administrative Officer

Department: Samtskhe-Javakheti Area Development Program (SJ ADP)

Reports to: SJ ADP Manager

Location: Akhaltsikhe, GeorgiaEmployment status: Employment agreement

Benefits: Health insurance, Pension Fund

World Vision is an international Christian relief and development organization to serve the poor and marginalized people, regardless of race, religion, or ethnic origin, working in 102 countries on six continents.

ADP is WVs approach to work with communities in urban and rural setting, through involving and activating partners on different levels, in order to contribute towards the child well being outcomes and bring positive changes in lives of children and their families.

Purpose of the position:

To provide general administrative and financial services to WVG ADP office in line with WV financial/Administrative policies and procedures in the areas of, but not limited to: budget, cash management and forecasting, funding by donor, recordings and documentation, project auditing, and financial reporting in order to ensure smooth functioning of WVG Area Development Program.

Duties and Responsibilities:


  • Implement and oversee the maintenance of administrative systems for the efficient functioning of the ADP office in line with WVG Administrative Policies and Procedures;

  • Organize, oversee and manage the maintenance of office support services provided to the ADP office, including: finance, procurement, data processing, security, transport, housing, logistic, maintenance services, secretarial and hospitality to visitors.

  • Enhance the implementation process of the WVG internal Administrative and Procurement policies and procedures within the ADP office.

  • Oversee the maintenance of the office supplies storeroom, warehouse and storage archive.

  • Ensuring to have adequate fixed assets tracking systems in line with WVG assets maintenance procedures.

  • Oversee security procedures for the safekeeping of World Vision possessions within ADP office.

  • Monitor, coordinate and Supervise: All procurement Procedures including: Invitation for bids, Tenders, Auctions in an appropriate, transparent and efficient manner in compliance with WVG Procurement policy and Procedures and donor requirements within the ADP Office

  • Oversee and coordinate the process of maintaining records and files on various organizational, procurement and maintenance issues on the ADP level

  • Make update reports on progress within finance and Administration of the ADP Office

  • Manage critical logistic issues as needed within relevant ADP office (e.g. in case of project closure effective and prompt solution of transportation and storing of supplies, furniture fixed assets and vehicles

  • Oversee the implementing of supervision fulfilled by the Driver/Logistician of all maintenance & repair works of WVG ADP Office vehicle/s.

  • Supervise ADP Office guard, cleaner (service contractors) and drivers duties and responsibilities meeting in professional manner, ensure work flow distribution between guards of the office as necessary

Finance Management

  • Together with WVG Finance team ensure standard financial systems are established and maintained in within the ADP office in order to provide appropriate levels of security and controls over the programmatic resources and operations. Ensure compliance with the policies and standards

  • Provide assistance to ADP Manager including assistance in the preparation and monitoring of budgets.

  • Assuring, in coordination with Field ADP Manager and NO Finance Department, that program expenses are incurred consistent with grant agreements, grant budgets are professionally managed, project/program accounting relating to grants is properly set-up using SunSystems. Generate monthly preliminary and final financial reports and submit them to Field Operations Manager.

  • Maintain petty cash and bank books and prepare the corresponding vouchers for submission to National Office.

  • Ensure that all financial transactions have relevant backup documentation, corresponding to WV Georgia and donor requirements/regulations.

  • Research expenditure variances and prepare correction journals as required.

  • Perform internal checks of financial situation within the relevant ADP office. Take appropriate action to address audit findings and recommendations together with ADP Manager and NO Finance team.

  • Assist ADP Manager in ensuring full and appropriate control and security of all World Vision cash in the ADP office at all times; reconcile advances and balances at least monthly.

  • Monitor Projects fin. Performance, compliance w/ fin. Policies, donor requirements.

  • Ensure compliance w/Grant/Donor requirements.

  • Coordinate with ADP Manager to ensure sufficient funding, monitor funding gaps.

  • Train ADP staff on finance, internal control and grant compliance issues.

Minimum education, training and experience requirements to qualify for the position:

  • B.A Degree in finance and accounting

  • At least 3 years experience in administration and finance

  • Knowledge of Basic Internationally Acknowledged Accounting principles

  • Fluent in Languages: Georgian, English written and spoken

  • Computer proficiency: MS Word, Excel, understanding of computer hardware/software are required

  • Understanding of reporting requirements

  • Skills in data analysis using computer programs.

  • Knowledge of Access and any database application, will be a plus

  • Self-disciplined with good time management skills

  • Analytical aptitude and attention to details

  • Good interpersonal and negotiation skills; team player

  • Ability to work in multi-cultural environment

  • Demonstrated commitment to child rights, child participation, and protection

  • Ability to handle a variety of tasks under pressure/excellence attention to detail

  • Proactive to solve problems

  • Able to maintain high level of confidentiality

  • Ability and willingness to travel domestically and internationally up to __5_% of the time.