Administration Officer

Support end to end expatriate housing process Support onboarding and exit process of expatriate Occupational Health and safety

About Worldvision

• With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life.
• We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
• Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Responsibilities

• Local - Fixed Term Employee (Fixed Term) Job Description: Acquisitions of Goods and Services Coordinate and consolidate NO departmental user needs.
• Regularly coordinate ad hoc acquisitions of goods and services.
• Maintain consolidated monthly purchase plan.
• Facilitate consolidation of ad hoc office purchases Collaborate with Supply Chain Coordinators to ensure optimal sourcing (quality price and availability) of goods and services.
• Collaborate with SFO Reporting to obtain updated and accurate project and NO expense codes

Initiate purchase requisitions for National Office departments

• Facilitate timely payment of routine services/blank POs (airtime, fuel, office bills, rentals, security, vehicle maintenance, insurance etc) Invoice Handling Follow up on efficient delivery of goods and services (timely, quality &quantity).
• Proactively attend and resolve all queries related to acquired goods and services.
• Actively engage suppliers for timely invoice submission (completeness, accuracy and authenticity) Timely receive goods and services in Provision and attaching all relevant Goods Received Notes/certificates/reports.
• Bi-weekly submission of received invoices to Accounts Payable Unit Meeting On-Time-Payment’s timelines.
• Timely follow up and resolutions of all invoice integration issues.
• 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
• Support implementation of Occupational Safety and Health Administration (OSHA) requirements and regulations at WVM Coordinate training on first aid and fire safety.
• Office building, equipment and facilities are serviced, maintained and repaired on a regular and timely basis.
• 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 3.

Requirements

• Management Set and monitor performance standards for, direct reports Mentoring and coaching KNOWLEDGE, SKILLS AND ABILITY 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.

Preferred

• 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 Applicant Types Accepted: Local Applicants Only