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.
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.
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