Job Description

With over 70 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.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Job Description:

Administration Assistant

The Role Summary:

The Administration Assistant will implement day-to-day administrative duties to support smooth, customer-focused office function. She/he will also facilitate hotel, conference and transport as required.  The position holder will also Implement filing and asset tracking tools on a regular basis while making sure there is compliance with local regulatory frameworks and similarly ensure sufficient allocation of supplies to office and team facilities.               

Key Responsibilities:

• Ensure effective, customer-focused administrative function.

• Ensure accurate entry of information by the hiring manager in Work Day system.
• Book and process payment to hotel, conference venues, etc in support of operations;
• Undertake physical verification of assets to update Fixed Assets Register on a quarterly basis;
• Receive, log and distribute all incoming local/international correspondence (mail, deliveries, etc);
• Maintain a well-organized filing and documentation system;
• Track service contracts, ensuring timely renewal, and processing of invoices and payments as required;
• Answer and direct phone calls to appropriate staff members.
• Manage the reception area, ensuring it is clean and organized.
• Handle incoming and outgoing mail and packages.
• Assist with scheduling appointments and meetings.
• Maintain office supplies inventory and place orders when needed.
• Provide administrative support, including data entry and filing.
• Assist in the preparation of documents and reports.
• Respond to general inquiries and provide information as needed.

• Ensure effective and comfortable Office & Team house:

• Procure team house and office supplies;
• Oversee inventory of office stationery to staff ensuring supplies are accounted for and replenish on time for use;
• Facilitate the maintenance of office equipment as per approved procedures and policy; 
• Pro-actively address cleanliness and efficiency issues at the team house and office level;
• Ensure the kitchen and cleaning areas are maintained to high standards.
• Monitor the preparation and serving of meals to ensure quality and safety.
• Implement and uphold health and safety regulations.

• Ensure effective Fleet Management/Staff travel

• Facilitate management of vehicles
• Support Project activities in proper hire management
• Develop gate passes
• Maintain UpToDate Log sheets /vehicle movement forms
• Facilitate staff travels locally in liaison with Administration Coordinator.
• Vehicle inspection -weekly, completing the checklists
• Disposal of Vehicles – reports
• Drivers training.
• Driver’s monthly meetings
• Fuel reports tracking
• Safe drive training for all admin and drivers - E-CAMPUS and practical
• Drivers’ orientation checklists completed for every new driver
• Servicing and maintenance of vehicles, documented intervals among others

• Ensure effective Asset Management

• Maintain asset register for machinery and equipment
• Work with ICT in management of computers and related peripherals,
• Update asset tracking tools quarterly
• Undertake Asset verification and tagging

• Ensure effective warehouse Management/Real Estate

• Support in WV warehouse maintenance
• Support supply chain activities for the sub -offices including advertisements.
• Real estate maintenance (Repairs etc)

• Ensure WV programs comply with local immigration, tax, licensing and other regulatory frameworks

• Facilitate visa acquisition in support of day-to-day operations;
• Track licensing agreements and visa validity and pro-actively ensure that WV remains compliant with local regulatory framework;
• Promote knowledge and understanding of WV policy and procedures with external stakeholders;

Experiences and Qualifications

• University level degree in Business Administration and accounting or any other related field.
• Experience:  2-3 years of experience in related field;
• Ability to articulate in written and spoken English at Intermediate Level;
• Ability to present financial data in a clear and coherent manner;
• Ability to articulate policy, process and procedures to key community stakeholders.
• Good business-oriented verbal, visual and written communication skills.
• Proficiency in MS Office with the use of IT facilities for information-sharing and/or database management.

Working Environment

• Office-based in Baidoa, South West State with domestic travel required from time to time.

Skills Required

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