Reports to: Program Coordinator
Key Result Areas:
General Office and administrative management.
- Maintain office key logs and ensures office premises are safe; secures office keys and allocates them to staff keeping copies of each set of keys.
- Develop and maintain a filing system and carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Order office supplies and ensure there is adequate refreshments and cleaning supplies and office materials.
- Track and ensure timely payment of utility bills
- Ensure offices premises and surroundings are cleaned on a daily basis
- Organize and schedule meetings and appointments.
- Produce and distribute correspondence memos, letters and other forms and ensure soft copy documents are backed weekly.
- Book travel arrangements and hotels for World Vision employees visiting the area location.
- Provide general support to visitors.
- Provide logistical support and back up in the planning of meetings and workshops.
- Provide information by answering questions and requests.
Store Management System.
- Ensure items are Verified/ Approved before receiving in the stores and issuing out.
- Maintain a clean and arrange items neatly in the store.
- Monitoring the security of the store by not having un authorized personnel’s accessing it.
- Ensure to update the bin/ stock cards daily.
- Ensure to use First in first out / Last in first out method to avoid items expiring in the store.
- Conduct Weekly/monthly Stores inspection.
Petty Cash Management
- Ensure timely replenishment of petty cash according to the organisation guidelines and policy.
- Ensure monthly submission of petty cash count Certificates.
- Conduct daily Cash count, while ensuring verification forms are signed and properly filled for accountability purposes.
- Ensure 100% petty cash vouchers are signed and approved before pay out.
Asset Management
- Maintain asset registers (a data base of office assets).
- Ensure routine service of office machinery and assets.
People management
- Provide supervision to the Office Assistant.
Minimum qualifications, experience and training.
- Bachelors degree in Business administration, office management, international relations, social sciences or related disciplines.
- At least 2 years of experience working in similar role, preferably in fragile contexts of hard to reach areas and refugee settings.
- Knowledge of basic computer skills especially in Micro soft, Word, Excel, power point and Internet packages.
- Have customer care experience.
- Effective in written and verbal communication in English.
- Experience working in refugee response operations and any similar context.
- Demonstration of well-developed interpersonal skills, excellent communication skills, both verbal and written.
- Ability to communicate and work with beneficiary communities, government and stakeholders at the district level.
- Knowledge of gender and equality mainstreaming in emergency programs.
- Knowledge of the local language is a MUST. Applicants residing within or near the project implementation location are strongly encouraged to apply.
