PURPOSE OF POSITION:
This position will manage and supervise the general office operations of the Global Centre Manila Office and Asia Shared Service, also located in Manila. This position will lead in upholding the World Vision ethos (Vision, Mission, Core Values, etc.) in all of its business to make it a consistent lifestyle of all staff and culture of the office. It is directly responsible and plays an important role in maintaining the smooth and efficient operations of the office. It is responsible to plan, manage and coordinate all the different aspects of the office’s operations in the area of finance, administration, real estate, security and safety and facilities/corporate services and space management. It will have administrative support for People and Culture operations.
This position will be the Location Leader of WVI Global Centre and is expected to lead the day to day functioning of the GC Manila Office according to World Vision’s Ethos and Policies – the World Vision way. The position will be responsible for the implementation of strategic decisions for the GC location office as mandated by the partnership leadership for real estate.
Plans and oversees the operations of Corporate Services and Facilities programs to maximize the utilization of facility assets.
Responsible for developing, implementation and maintaining short and long range facility plans that meet GCMO’s needs assuring that due diligence is done within the risk management standards of the organization. This covers all on-site and off-site offices (e.g shared services) that will be established using the Regional license of GCMO.
Review and approve compliance reports submitted to local and national government entities to maintain the license of the regional headquarters and comply with reporting requirements.
Ensure effective, efficient, well-maintained work environment and assure that all the occupational health and safety requirements of the government are adhered to.
Manage the operations of Corporate Services and Facilities departments and its staff. Assume leadership of matrix team and manage day to day operations and supervision
Location Leader - Responsible to coordinating (with the appropriate responsible departments and officials) activities that build morale and ensure the World Vision way among employees present and working at the location. These include group devotions/chapel services, Day of Prayer, Sports activities and Staff get-together/picnics.
Location Leader – implement strategic plans and decisions of partnership leaders for the GC Manila office in relation to funding, hosted office expansion, office transfers and support services.
Matrix of P&C team to Location Leader ensuring support and alignment of Partnership principles and office health.
With assistance from its legal counsel represent the organization in case of legal actions taken against the partnership.
Has overall budgetary responsibility for Facility and Corporate Services departments.
Prepare the annual GC Manila office budget in consultation with the Regional Director Asia Corporate Services and GRE Director. Monitor and track performance against the budget. Identify trends, which assist in managerial control.
Determine, monitor and control department budget. Prepare formal and informal operational and financial reports.
Monitor the financial performance of each project team providing guidance and advice to the Team Managers as appropriate.
Manage with the Facility Team in validating and executing Service Level Agreements with various UBM (Unit Business Manager).
Maintain administrative oversight over all financial transactions assuring that all transactions follow minimum financial policies and procedures and that standard internal controls are maintained.
In coordination with the finance manager ensure that all internal and external audits maintain an acceptable and unqualified rating through proper financial and risk management.
Oversee management of office facilities and resources:
Manage the following functions: purchasing, travel bookings, janitorial/messengerial support services, asset inventory, safety and security and office maintenance.
Review service provider contracts and agreements to ensure that the office obtains the best quality service and customer support from outside vendors and providers.
Develop and implement a centralized system of purchasing office equipment and supplies that promotes efficiency, stewardship, and responsiveness of staff needs.
Overall responsibility for the management of assets and inventory.
Develop the office premises to showcase World Vision’s global ministry.
Ensure the safety of the staff and of the office premises. Accountable for site manager responsibilities including responsibilities from a safety and security perspective and ensure GC Manila is fully aligned and in compliance with Partnership and government standards.
Provide support for international staff relative to housing brokerage, visa application under the EO226 program, including all other government requirements.
In coordination with the WVIT provide administrative oversight for GCMO IT helpdesk in the area of hardware and software support.
Administrative support for P&C functions for the following:
Benefit administration – provide recommendation for all benefit contracts (e.g. provident fund, health management, etc).
Policy implementation – provide decision for waivers to policy in coordination with business partner.
Labor management – part of arbitration panel in case of labor issues and WVI representative for all external labor cases.
KNOWLEDGE,SKILLS & ABILITIES:
Good knowledge of Philippines business regulations and labour law.
Experience of working with Real Estate and Corporate Services Facilities issues.
Good knowledge of Finance and budgeting to supervise relevant staff and capable of ensuring finance management of different business segments.
People management experience.
Excellent in business administrative experience.
Strong Interpersonal skills.
Computer skills including LN, Word Excel and PowerPoint.
Preferably Certified Public Accountant.
Fluency in spoken and written English.
Proficiency in public speaking.
Experience in security and safety management.
With experience in corporate/for profit organization.