World Vision International

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Administration Officer

Job Description

Purpose of the position:

The position holder will act as the point of contact for all employees for administrative support. The successful candidate will track, manage and maintain an inventory of organization assets. He /She will coordinate international travel using an online platform ensuring cost effectiveness and efficiency. The position holder will be responsible for the management of international staff housing and implementation of tenancy agreements.

Major Responsibilities:

Asset Management

  • Track and maintain an updated assets register.

  • Track and provide a monthly a report on cost analysis for all staff travel and accommodation.

  • Coordinate capacity building and training of field administrative staff on asset management and office administration.

  • Responsible for liaising with property agents for international staff housing and lead in the negotiations of rents and tenancy terms.

  • Ensure effective orientation of International staff in the housing policy.

  • Coordinate and maintain updated records to ensure proper management of leased property

  • Oversee the management of services providers including office courier, stationery, transport and conferencing.

  • Be responsible for the upholding and compliance of OSHA standards in the office and guest houses.

  • Maintain an updated filing system and office document database.

  • Coordinate all international staff travel using AMADUES online travel system.

  • Coordinate travel and logistics for all organization donors and guests.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • A Bachelor’s degree in Business Administration/Management, Office Management or a related study.

  • Minimum of 3 years’ experience in administration and office management.

  • Should demonstrate good knowledge of Kenyan and Somalia immigration laws and a basic understanding of international travel requirements.

  • Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills

  • Demonstrated experience managing organization assets

  • Must have good written and verbal communication skills

  • Demonstrates good time management skills and able to prioritize.

  • Comfortable in a fast-paced environment with multiple tasks and projects at hand

  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must

  • Self-directed and able to work without supervision.