World Vision International

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Administration Coordinator

Job Description

Position: Administration Coordinator (For World Vision Malawi employees only)

Purpose of Position

To manage and coordinate administrative and asset management functions to enable WV Malawi to be effective and efficient in achieving child wellbeing outcomes.

Major Responsibilities

Planning and Implementation

  • Prepare plans of service provisions in relation to requirements from National Office Units

  • Lead in the execution of the service provision plans in the NO.

  • Manage service agreements and relationships between World Vision Malawi & the various Service Providers (cleaning / garbage collection / drinking water / accommodation service providers, security etc) and other contracts performance

Monitoring and reporting

  • Monitor service agreements and relationships between World Vision Malawi & the various Service Providers (cleaning / garbage collection / drinking water / accommodation service providers, etc.) and other contracts performance

  • Ensure quality and adequacy of relevant services (cleaning / garbage collection / drinking water / accommodation service providers, etc.) for the NO.

  • Monitor service agreements and relationships between World Vision Malawi & the various Service Providers (cleaning / garbage collection / drinking water / accommodation service providers, etc) and other contracts performance

  • Prepare and submit administration reports.

Risk Management and control

  • Identify risks associated with administration processes.

  • Provide support to the management of risks associated with administration

  • Implement audit recommendation associated with administration.

  • Put in place systems and procedures to avoid significant audit risk findings, both at the NO and field levels within the administration unit.

  • Provide timely and appropriate input into management responses to audits performed both at the NO and field

  • Ensure there is adequate preparation for all audits.

Office and Asset Management

  • Ensure all WVM Assets are well managed, and fully accounted for at any point in time.

  • Ensure the facilities and landscaping is well maintained in the Office as per Administration guidelines.

  • Manage all carpark facilities within the NO premises.

  • Ensure that WV provides quality hospitality services to staff and visitors.

  • Ensure that quality administrative support is provided during national level meetings.

  • Work with Integrated Programs Department to establish a comprehensive inventory of AP and zone office premises with adequate documentation on any legal aspects, ownership and transition

People management

  • Provide supervision to administration team

  • Establish annual performance and development goals for the team

  • Ensure recruitment and orientation of the team

Occupancy

  • Lead in the identification of office space and accommodation for expatriate staff.

  • Manage Tenancy agreements for office and expatriate staff accommodation.

  • Conduct Annual Insurance Survey for WVM administration.

Stores/Warehouse Management

  • Ensure there is appropriate storage space and security of documents in the office.

  • Maintain an effective and efficient stores and archiving management systems.

  • Ensure monthly stock counts and reconciliations are done

Budget Management

  • Prepare and review the operating plans and budgets for NO Administration

  • Provide guidance on budgeting to other Departments and projects/programs related to Admin.

  • Manage administration cost center budgets by ensuring spending is within scope , time and budget

  • Analyze costs related to administration and make recommendations to management.

Knowledge, Skills and Abilities

  • Bachelor degree in Administration or related field

  • Excellent people, financial and organizational management

  • Excellent written and spoken English

  • 3-5 years’ experience working in a similar position in a busy working environment

  • Knowledge of estate management and guest relations.

  • Analytical and problem solving skills

  • Ability to create and maintain administration and archiving systems

  • Computer skills

  • Ability to maintain effective working relationships with all levels of staff

  • Good planning and organizational skills

  • Interpersonal skills