World Vision International

Administrative Officer

Job Description

Position Title: Administrative Officer

PURPOSE OF POSITION:

To provide a wide range of administrative services to the WVI Syria Response Office and Regional Response Office, maintaining efficient & effective administration systems and procedures in line with WV global & regional standards.

Major Responsibilities:

General Office Management:

  • Create, develop, and maintain administration systems (information management, filing, tracking systems).

  • Create and maintain the department SOPs.

  • Manage the support service department petty cash.

  • First point of contact for administration matters with government bodies, non - government organizations, suppliers, contractors and service providers.

  • Manage administration services contracts for the office.

  • Ensure clear support for administrative matters with other Support Services outside the office. (e.g. WVJ)

  • Supervise the updating process of the office stationary lists and ensure supplies are ordered in a timely manner.

  • Assist and support the ICT unit in terms of admin work (prepare PR for ICT and send it to procurement).

  • Manage the booking and use of meeting rooms in the office.

Travel Logistics and Transport

  • Ensure efficient administrative support related to travel arrangements, hotel and accommodation bookings and visits for WV staff and visitors.

  • Arrange transportation for WV staff and visitors, including airport transfers and inter-city transportation needs.

  • Monitor constant market pricing and quality serving situation among travel companies on flight, visa and travel insurance if needed.

  • Participate in tender processes related airlines and travel companies.

  • Regularly update and maintain the staff travel and contacts database and provide regular updates to staff and management as required.

  • Manage local fleet as required.

Accommodation

  • Identify and negotiate rates with safe and accessible hotels and venues for incoming staff and visitor accommodation and host events (i.e. lessons learnt events, workshops, etc).

  • Develop and implement hotel accommodation procedures for incoming staff, consultants and visitors as required and facilitate payments.

  • Develop and implement venue booking procedures for events and facilitate payments.

Team House and Int staff housing Management

  • Allocate staff to team houses in coordination with P&C and maintain updates list of allocations.

  • Plan, establish and maintain requirements for furniture, equipment, telephone, internet and utilities for WV rented accommodation.

  • Establish and implement a team house maintenance systems and ensure provision of sanitary and maintenance services at all times.

  • Coordinate with Security to implement security requirements for team house facilities including: guard services, procedures for office security and asset safekeeping, and equipment (i.e. fire, distinguisher, first aid kit)

  • Supervise the lease contracts for the expats staff apartments.

  • Coordinate with P&C to allocate expat staff to their permanent accommodations.

  • Utilities payment for expat

  • Coordinate with Logistic Officer when the staff leave &/or move from their apartments.

Asset & Building Management

  • Maintain and updated list of contacts details for WV offices, warehouses and staff, government and NGOs and distribute regularly.

  • Manage lease agreements for office facilities, including insurance and other requirements as per organization policy.

  • Establish and maintain office reception services where required.

  • Establish and implement cleaning and maintenance services for all offices.

  • Coordinate with Security to implement security requirements for office facilities including: guard services, procedures for office security and asset safekeeping, and equipment (i.e. fire distinguisher, first aid kit)

  • Establish and implement a system to monitor attendance of office based daily labour.

  • Ensure adequate fixed asset polices & tracking systems are in place in collaboration with Finance.

  • Establish and implement a system for procurement of office supplies and consumables.

  • Perform any other relevant duties as required by the Supervisor.

Education:Degree in Business Administration or related field

Experience:Three years’ experience in administration and support services.

Knowledge & Skills:

  • Personal Management including initiative, self-motivation and direction

  • Ability to maintain confidentiality

  • Ability to set priorities and undertake new tasks quickly

  • Ability to prepare written reports requiring reasoning and precision of expression

  • Ability to interpret and explain complex formal documents and systems and assist others to apply them

  • Strong task management skills including attention to details

  • Advanced Computer skills, Word, Excel, Lotus Notes)

  • Knowledge of local immigration, customs and tax regulations.

  • Strong analytical skills

  • Fluency in Arabic and English communications skills (Oral & Written)

  • Cross-cultural sensitivity, flexible worldview, emotional maturity and physical stamina

  • Ability to work in and contribute to team building environment

  • Flexible, Adaptable and proactive

Core Capabilities:  Achieving quality results and service  Practicing accountability and integrity  Communicating information effectively  Thinking clearly, deeply and broadly  Understanding the Humanitarian industry  Understanding WV’s mission & operations  Practicing continuous innovation & creativity  Learning for growth and development  Maintaining work/life balance  Building collaborative relationships  Practicing gender & cultural diversity  Influencing individuals & groups