World Vision International

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Administrative Team Lead

Job Description

Position Title: Administrative Team Lead

PURPOSE OF POSITION:  

Provide overall Management of WVI Jordan and Syria Response Administrative Functions in order to ensure high standard of administrative service, oversight, planning, developing and implementation of the administration function with smooth provision of required support to WVI in Jordan and Regional Programs in line with WVI standards and operational principles. The position requires an appropriately collegial and customer focused approach.

Major Responsibilities: 

Administration duties

  • Provide administrative and secretarial support

  • Develop, set up, and document office secretarial systems related to: filing of documents, records management, communications (telephone, fax, and correspondence), supplies management, and basic office services

  • Receive, screen, and process mail, fax, and other incoming and outgoing communications; ensuring that confidential matters are handled properly.

  • Assist the line manager in preparing documentation, orders, letters, etc.

  • Provide support to the relevant stakeholders in all kinds of administrative tasks, including follow up and organizing of different meetings and maintaining the agenda with relevant reminders in close collaboration with the line manager

  • Provide support and facilitate the team building activities as requested in close collaboration with the line manager

  • Provide verbal and written translation services to clients as needed.

  • Ensure all documentation is appropriately filed according to WV standards.

  • Ensure that stationery are ordered on a timely basis and are available at all times.

  • Ensure that office supplies are ordered and available always.

  • Ensure that diskettes, printer cartridges, fax rolls/cartridges and photocopier toners are available always in cooperation with the IT assistant.

  • Follow up and settle all utilities, landlines and internet invoices for office and apartments.

  • Ensure WV team houses are kept clean and ready to receive visitors.

  • Follow up on maintenance requirement for office and team houses/apartments.

  • Have a driving license, and able to drive within Amman.

  • Perform any other relevant duties as required by the Line Manager.

  • Prepare all the necessary PRFs / Payment requests for the Support Services Department.

  • Prepare and following up on contracts in terms of payments ,annexes and Design, implement and oversee the maintenance of administrative systems for the safe and efficient functioning of the office;

  • Organize, oversee and manage the maintenance of office support services provided by the whole administration department, including: data processing, housing, maintenance services, health and safety, secretarial and hospitality to visitors.

  • Update existing WVI in Jordan/Regional Administration policies if necessary.

  • Oversee and provide overall management of fleet function and ensure the transportation needs are efficiently met

  • Manage fleet officer to ensure timely transportation and transport agreements are in place and appropriate project charging system is in place

  • Formulate and design new manuals, and adapt existing administrative manuals, procedures and policies in accordance with existing protocols as necessary to ensure operational excellence

  • Ensure full implementation of internal administrative policies and procedures.

  • Assist P&C, Security and SMT where deviations from policy and procedure occur, including investigation panels.

  • Maintain fixed and small asset register.

  • Trouble shoot logistical and health and safety problems, red flag potentially serious problems, informing immediately the higher-level managers.

  • Supervise the process of maintaining administrative records and files;

  • Be fully responsible for all staff international travel related administrative support (visa, tickets, arrangements, etc.)

  • Assist expatriate staff in solving Administrative needs (work/residency permits)

  • Ensure that the Visas for national and international staff and visitors and work Permit Processes are implemented, tracked and followed up appropriately.

  • Responsible for organizing events (conferences, trainings, retreats)

  • Provide support to program staff in organizing trainings for the community.

  • Manage office services, international staff housing, building services, communications phone and hospitality to visitors

  • Manage real estate agent/property owners (and in collaboration with the supply chain unit), ensure the offices and team houses are compliant with health and safety standards, secure, operational and fully stocked as appropriate and functioning smoothly

  • Manage office supplies storeroom

  • Prepare monthly update reports for Admin. department

  • Assist in the annual Administration Department budget preparation

  • Manage the cleaning staff and the admin department team.

  • Manage cleaning services for offices and team houses providing timely and efficiently service

  • Carry out regular customer satisfaction survey and ensure the feedback and recommendations are taken into consideration so as to achieve the excellence in admin service

Visitor Management

  • Manage and supervise all international travel booking for staff and visitors as needed

  • Provide visitors with proper email briefing prior to their arrival and proper admin orientation upon their arrival (including: airport pickup and drop off, lodging, sim cards, office cards, etc.)

  • Liaise with security for high profile visits or visits that occur during or to places of higher risk

Staff Management

  • Use appropriate leadership styles to support individuals and teams in setting goals, measuring performance, developing capacity and recognizing results.

  • Provide line management and support to Admin. Team

  • Coordinate capacity building opportunities and succession planning for staff in collaboration with P&C.

  • Lead and participate in the recruitment, selection and development of Admin. staff.

  • Provide performance agreements, midterm evaluations and annual reviews to the staff in accordance with WV performance management system

Other Responsibilities

Security Measures

  • Be familiar with WV security plan

  • Follow security policies, rules, procedures and instructions

  • Follow WVI policies for prog./proj. security management

  • Represent WV in an appropriate and professional manner

  • Contribute to a healthy team spirit and team work

  • Adhere to WV Child Protection policy and standards and stay committed to WV vision statement and core values;

  • Perform other relevant tasks assigned by the direct supervisor; 

Education:University Degree in Business Administration or relevant

Experience:

2-4 years administrative experience in supervisory roles

Knowledge & Skills:

  • Fluency in written and spoken English, Arabic

  • Knowledge of FFM Guidelines and WV Admin policies/procedures.

  • Knowledge of office administration

  • Knowledge of procurement and dealing with service providers

  • Computer aptitude and experience with word processors

  • Self-disciplined with good time management skills

  • Analytical aptitude and attention to details

  • Cross-cultural sensitivity, adaptability and flexibility

  • Good interpersonal and negotiation skills; team player

  • Honesty and commitment to World Vision principles

  • Exhibit spiritual maturity, integrity and a dynamic personal sense of life calling.

Understand and model a biblical view of leadership. Influence staff towards a shared World Vision mission. Mentor staff to develop spiritual gifts and grow in maturity. Admonish staff when correction is required. Attend and participate in spiritual nurture meetings/devotions as scheduled.