Administration Officer - Tirana AP

Pozicioni: OFICER ADMINISTRATE NE ZYREN E TIRANES

Vendodhja: Tirana, World Vision Albania

Atafi per aplikime: 30 Shtator 2018.

Qellimi i pozicionit

Te ofroje nje game te gjere sherbimesh mbeshtetese ne zyren e World Vision Albania dhe te ndihmoje Drejtuesin e skuadres ne veprimtari qe lidhen me mbarevatjen e zyres dhe mirmbajtjen e paisjeve. Te perkrahe dhe te ndihmoje Drejtuesin e Skuadres dhe stafin e programit ne organizimin dhe koordinimin e eventeve te rendesishme.

Përgjegjësitë Kryesore

Mbeshtetje per Skuadren e Programit

  • Te mbeshtese skuadren e programit ne organizimin e aktiviteteve te rendesishme, ne procese buxhetimi, etj.

  • Te jete pjesmarres aktiv ne takimet e planifikimt strategjik per departamentin.

  • Te integroje dhe te konsolidoje planet mujore dhe javore.

  • Te ndihmoje ne koordinimin e aktiviteteve ndermjet skuadres, partnereve dhe aktoreve te tjere ne zone.

  • Te ndihmoje ne koordinimin e transportimit te postes nga zyra e Programit ne Zyren Kombetare.

  • Te plotesoje kerkesa prokurimi/ te beje studim tregu te bizneseve lokale per materiale dhe sherbime te ndryshme sipas nevojave administrative te zyres.

  • Te ndihmoje Drejtuesin e Skuadres per te pergatitur kerkesa blerje sipas procedurave te prokurimit. Te ndihmoje anetaret e skuadres ne percaktimin e specifikave teknike te artikujve te rinj.

  • Te mbledhe gjithe kerkesat e prokurimit nga gjithe stafi, ti konsolidoje dhe ti ndaje sipas kategorise se Prokurimit dhe pastaj ti dergoje tek skuadra e prokurimit per te procesuar.

  • Mban kontakte me stafin e prokurimit ne Zyren Kombetare per te siguruar mbarvatjen e blerjeve.

  • Grumbullon faturat dhe i dorezon ato ne Zyren Kombetare

  • Rishikon/kontrollon dhe merr ne dorezim te gjitha mallrat/materialet/sherbimet e dorezuara sipas kerkeses se Blerjes; siguron cilesine e mallrave si dhe perputhshmerine me dokumentat perkatese (kontrates, kerkeses per blerje dhe urdhrit te blerjes). Gjithashtu siguron qe materialet depozitohen ne vend te sigurte dhe i dorezon ato tek stafi.

  • Ben blerje me vlere te ulet monetare per nevojat e zyres sipas politikave te World Vision per blerjet me vlere te ulet monetare.

  • Koordinon blerje per qellime dhuratash (veshje, mallra industrial, libra shkollore dhe paketa ushqimore)

Perdorimi i makinave te World Vision Albania & te mirat materiale (GIK)

  • Organizon kalendarin javor dhe ditor te levizjeve te makinave. Siguron qe makinat e zyres te perdoren ne menyre efikase sipas kerkesave te stafit.

  • Shoqeron me makine stafin e zyres, ne menyre te sigurte, ne kohen e duhur sipas nevojave dhe mundesise dhe sipas planifikimit te aktiviteteve.

  • Te koordinoje, vezhgoje dhe analizoje te gjitha sherbimet/riparimet/mirmbajtjen e makinave te zyres.

  • Te perpiloje nje raport mujor lidhur me kostot e makinave te zyres duke perdorur libra llogarie ditore, per konsumin e karburantit dhe te dhena per sherbimet e ndryshme.

  • Te monitoroje implementimin e politikes se World Vision Albania lidhur me drejtimin e makines dhe me perdorimin e formulareve dhe raporteve te kerkuara per sherbimet e marra, sipas politikave te brendeshme.

Funksionimi i zyres, mirembajtja dhe inventari

  • Mbikqyr koordinimet: per vendin dhe rezervimet e hoteleve, udhetimet, eventet ne zyre, etj.

  • Siguron mirembajtjen e zyrave, përfshire riparimet teknike sipas nevojes. Koordinon kerkese per riparim te pajisjeve te zyres.

  • Siguron një zbatim te pershtatshem te procedurave te sigurise se zyres.

  • Sigurohen inventarizimin e sakte te pasurive ne zyre. Harton inventarin vjetor dhe e dorëzojeni në Zyren Qendrore.

Njohurite dhe aftesite

  • Diplome bachelor ne fusha si Finance, Administrim dhe Menaxhim Biznesi

  • Njohuri te mira te folur dhe te shkruar te gjuhes angleze

  • Aftesi shume te mira te perdorimit te programeve te ndrsyhme te kompjuterit si MS-word, MS-excel etj

  • Aftesi shume te mira ne planifikim dhe organizim dhe komunikim

  • Njohuri ne fushen e prokurimit, studimit te tregut dhe te faturave

  • Njohuri ne organizim eventesh

  • Patente e kategorise B

  • E preferueshme te jete banor i zones se Tiranes

** Vetem aplikantet e perzgjedhur per fazen tjeter te rekrutimit do te kontaktohen!

Administration & Transportation Officer

JOB OPPORTUNITY

Administration & Transportation Officer – Duhok

PURPOSE OF POSITION:

To establish, manage and coordinate administrative functions for the World Vision office in Duhok according to World Vision standards, policies and procedures in order to ensure a smooth running of the office and in particular the administration department including the movement of staff and visitors and team house management. Supervise the office and team house cleaner(s) and administration assistant, if one is employed. And ensure that fleet of vehicles and equipment are managed and maintained properly in compliance with World Vision standards and policies, and provide reliable transportation for World Vision goods, assets and staff. Also, the holder of this position will manage all transportation issued from third parties.

MAJOR RESPONSIBILITIES

Major Activities

  • Design, implement and oversee the maintenance of administrative / filing systems for the efficient functioning of the office.

  • Ensure that any Zonal Manager’s requests are immediately executed and follow up on any pending issues.

  • Provide administration support to all departments and sectors with the Zonal Manager’s approval.

  • Organize, manage and oversee the maintenance of office support services including secretarial, data processing, housing, and office equipment purchases, building services and hospitality to visitors.

  • Ensure all documentation is appropriately filed according to World Vision standards.

  • Maintain an accurate visitor list and inform the Zonal Manager and other relevant staff of new staff/visitors coming to Duhok.

  • Ensure that hotel bookings are made in time and communicated to staff arriving.

  • Inform incoming staff about recommended medical facilities, hospitals and medical doctors in Duhok and the area.

  • Ensure assignments for staff’s accommodation are done and communicated.

  • Set up team house and coordinate with the Zonal Manager on all room assignments.

  • Ensure cell phone airtime is available at all times for staff according to policy.

  • Ensure that utilities are available and working properly in the office, warehouse and team house.

  • Ensure that the office / team house rent is paid on time.

  • Assist with the preparation of the annual Administration Department budget.

  • Ensure there are adequate office supplies available for the staff.

  • Manage the fleet of World Vision cars

  • Manage any transportation service provided by a third party for conducting World Vision’s business

  • Manage the drivers on a day-to-day basis.

  • Provide oversight on hiring drivers, orientation and training

  • Facilitate requests for transport from staff to conduct World Vision business, or with the proper approval .

  • Ensure the vehicle tracking system is up to date.

  • Establish a system for vehicle allocation and monitoring, and ensure that proper vehicle management policies are followed.

  • Establish standardization for the vehicle fleet in regards to equipment, safety and maintenance.

  • Provide advice to the Zonal Manager on the needed safety equipment and training.

  • Prepare timely requisitions for spare parts and maintain an appropriate stock

  • Maintain service records on all vehicles and driving records on all drivers.

  • Ensure proper management of vehicle first aid kits, and the radio equipment in the vehicles is check regularly

  • Attend and participate in all staff meetings.

  • Perform any other tasks as required by the Supervisor.

  • Maintain attendance records for all staff and coordinate all administrative HR issues with the P&C (People & Culture – HR) department in Erbil.

KNOWLEDGE, SKILLS AND ABILITIES:

  • University degree in business or similar achievement and/or extensive work experience in administrative fields.

  • Experience in managing an administration department.

  • Experience in working in an emergency relief setting is desirable.

  • Good experience as a driver and managing a fleet of vehicles for an organization.

  • Native Kurdish.

  • Good English communication skills, both oral and written.

  • Good communication skills, local language(s)

  • Thorough knowledge of MS Office and Lotus Notes.

  • Must be a self-starter, pro-active and excellent at multi-tasking.

  • Strong and demonstrated knowledge of administration principles.

  • Excellent organizational and coordination skills

  • Must be able to work under pressure

  • Good understanding of World Vision administration standards

  • Must have cross-cultural sensitivity, flexible worldview and emotional maturity

  • Ability to work in and contribute to a team building environment

  • Hold a valid driver license

  • Good physical and mental health in order to perform adequately the corresponding duties

  • Be flexible to work long hours beyond working hours

  • Ability to work in a multicultural environment

  • Adherence to security protocols

  • Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments and physical hardship conditions with limited resources

  • Commitment to World Vision Core Values and Mission Statement

  • Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

  • Adherence to the Child Protection Policy and Code of Conduct.

  • Working experience in a supervisory role, preferably in logistic with an NGO.

Work Environment

  • Office environment: typical field based

  • Travel: Domestic travel is required.

  • On call: During normal working hours unless there is an emergency.

 
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