World Vision International

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Administration Officer I - Dollow

Job Description

VACANCY ADVERTISEMENT

For Somali Nationals Only

World Vision is an International Relief and Development organization, whose goal is to achieve long-lasting benefits in the quality of life for vulnerable children and their families, displaced persons and communities. The Somalia program wishes to invite applications from highly competent dynamic, self-driven and results oriented Somali National to fill the following vacancy. The successful candidate will be based in WV Baidoa Office.

Administration Officer I

Provide leadership to the administration function, ensuring high level of customer service delivery at numerous field level locations. The position holder will provide technical guidance and management support for the implementation of effective, accountable, and customer-focused administrative function. The position holder will implement planning, tracking and reporting which facilitates smooth operations. The incumbent provides leadership to a support team, ensuring effective and comfortable work and team house environments. The incumbent understand local rules and regulations, ensuring field teams are compliant and respectful of local circumstances, promoting awareness of World Vision policy and procedures with relevant community stakeholders as need requires. The incumbent provides technical guidance to sub-office locations, mentoring field teams and implementing partners to help promote awareness of our processes and systems. Tracking assets and ensuring maintenance of equipment and facilities.

Major Responsibilities:

Ensure effective, customer-focused administrative function:

  • Coordinate transport logistics, both local and international, including airport pick up, and booking of accommodation for visitors and staff;

  • Book and process payment to hotel, conference venues, etc in support of operations;

  • Develop and implement vehicle maintenance schedule;

  • In collaboration with project teams, coordinate field travel requirements;

  • Supervise the updating the Fixed Assets Register on a quarterly basis at field office locations;

  • Receive, log and distribute all incoming local/international correspondence (mail, deliveries, etc);

  • Collate administration documentation, dispatch and track to Nairobi as needed;

  • Maintain a well-organized filing and documentation system;

  • Monitor service contracts, ensuring timely renewal, and processing of invoices and payments as required;

  • Identify existing processes and procedures and lead efforts to plan, implement and monitor improvements

Contribute to the implementation of effective and accountable financial and asset control systems:

  • Undertake physical verification of assets to update Fixed Assets Register on a quarterly basis;

  • Ensure all assets are tagged;

  • Monitor the status of assets and advise regarding repairs or disposal;

Ensure effective and comfortable office & team house:

  • Manage a team of support staff, ensuring team house supplies are in place;

  • Plan office supplies requirements and facilitate purchase of these goods on a weekly basis;

  • Monitor team house and office cleanliness, providing guidance to improve conditions;

  • Monitor maintenance of office equipment as per approved procedures and policy;

  • Track payment of office and team house rent, electricity, water, garbage collection and process payment of the same in a timely manner;

  • Lead the process of contract renewal for World Vision facilities;

Ensure World Vision programs, processes and procedures are understood by key local stakeholders:

  • Liaise with local authority, ensuring World Vision programs align with local rules and regulations (visa processing, NGO registration, etc);

  • Represent World Vision with a variety of community stakeholders, explaining programs, processes and procedures to facilitate cooperative community relations;

  • Provide technical guidance to partners, tracking implementation of recommendations;

Ensure staff under management are well-trained and motivated:

  • Ensure performance management tools are in place for teams under management;

  • Ensure adequate training for teams under management to implement their duties;

  • Ensure succession plans are in place;

  • Provide on-the-job mentoring to field staff, reviewing work and encouraging career development where possible, this is particularly true for building the capacity of sub-office locations;

Other Competencies/Attributes:

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

  • Must promote administration policy and procedure, must “walk the talk” in terms of accountability

  • Ensure a gender perspective in the scope of work

  • Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

  • University level degree in business administration and accounting;

  • Experience: 2/3 years of experience in related field;

  • Experience with World Vision 3 to 5 years;

  • Ability to articulate in written and spoken English at Intermediate Level;

  • Ability to present financial data in a clear and coherent manner;

  • Ability to articulate policy, process and procedures to key community stakeholders.

Working Environment / Conditions:

  • Work environment: Office-based with frequent travel to the field