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.
Areas of Responsibility:
- 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.
Educational Background:
University degree in business or similar achievement and/or extensive work experience in administrative fields.
Skills/Experience:
- 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.
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 15 2018
Active Until:
Oct 15 2018
Hiring Organization:
World Vision
industry:
Nonprofit