Administration Officer (Office and Assets)
Position: Administration Officer (Office and Assets Management) (For World Vision Malawi employees only)
Purpose of position
Provide efficient and effective administrative services to WVM NO
General Office Administration
Coordinate accurate and timely payment of utility bills (Electricity, Telephones, and Water etc).
Ensure timely submission of Administration Department monthly reports
Implement administrative systems and procedures
Custodian of all administration related documents and contracts
Support the procurement of all office supplies and services
Ensure safe custody of Assets
Ensure up to date inventory and asset register are maintained
Coordinate timely disposal of old and obsolete office equipment and assets
Ensure proper allocation, maintenance and utilization of equipment and office furniture especially those in the common areas.
Expatriate Support e.g. schools, transport, geography etc.
Support end to end expatriate housing process
Support onboarding and exit process of expatriate
Responsible for the smooth functioning of the office equipment e.g. Printer, photocopy machine, Generator and internet
Occupational Health and safety
Support implementation of Occupational Safety and Health Administration (OSHA) requirements and regulations at WVM
Coordinate training on first aid and fire safety.
Ensure Office building, equipment and facilities are serviced, maintained and repaired on a regular and timely basis.
Supervise the continuous and timely delivery of drinking water and beverages, garbage collection, newspaper delivery,
Ensure the facility and landscaping is well maintained in the National Office
Management of Out Sourced Services
Oversee the smooth operations cleaning services, security and facility management
Contribute to the development and review of service level agreements for the outsourced service providers.
Contribute to monitoring and evaluation of administration related contracts to ensure high standards.
Facilitate contract awards and renewals for outsourced service providers.
Support in the management of all tenancy agreements of expatriates as per the contracts
Coordinate and maintain good communication system such as phone, fax and flow of correspondences
Set and monitor performance standards for, direct reports
Mentoring and coaching
Knowledge, Skills and Abilities
Diploma in Business Administration, Procurement and Logistics/Supplies Management, or its equivalent from a recognized institution.
At least 3 years of work experience in stores management and asset management in busy industry at a supervisory level
Good planning and organizational skills
Must be able to work in database and generate reports.
Computer Skills (Word processing, spreadsheet)
Written and verbal communication in English language.
Ability to work as part of a team and in a diverse environment
A Bachelor Degree in same fields is an added advantage.
Courses in Asset and stores management/warehouse management.
Knowledge of estate management and guest relations
Ability to maintain effective working relat