Administration Officer

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!

Employee Contract Type:
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 end to end expatriate housing process
- Support onboarding and exit process of expatriate

Occupational Health and safety

- Support implementation of Occupational Safety and Health Administration (https://www.osha.gov/) (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.
- 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.       People 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 Skills, Knowledge and Experience:

- 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