World Vision International

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Administration Officer (Office and Assets)

Job Description

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

Major Responsibilities

  1. 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

Asset Management

  • 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

People Management

  • 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