Job Detail

Job Porpuse:

To provide administrative management and support to World Vision Afghanistan Badghis Zonal Office through general Administration, Facilities Management, Travel Management, Guests & Guest House Management, Assets Management by planning, organizing, and efficient implementation of administrative systems/protocols to contribute to the safe delivery of programs.

Major Responsibilities :

Management of the Administration Functions:

1. 1. Contribute to the implementation of the administration manual, strategies and plans to ensure that the administration function is delivered effectively and efficiently towards the Country Strategic priorities
   2. Line manage and Support the team- Supervision and oversight of support staff (Cook and Cleaners) in better facilitation of daily services.
   3.  Ensure administration related procurement transactions are carried out in a timely manner and in accordance with WVA procurement, financial guidelines, policies and procedures.
   4.  Identify opportunities within the administration function to establish Long Term Agreements/Frame Work Agreements to cover Administrative Contracts for goods, services and works and seek support from the Procurement department on attaining the requests.
   5. Manage, record and replenish the petty cash imprest, perform Weekly Cash Count procedures in the required manner and send documents to supervisor for confirmation.

Liaison and Focal Person on Administration Matters:

1. 6. Act as the point of contact for internal and external stakeholders and represent WVA Badghis Zonal office at the Provincial level whenever required or delegated
   7.  Prepare staff time sheets, submit staff LDRs in ESS (ensure all staff sign their timesheets on time).
   8. Assist in the preparation of regularly scheduled reports with Administration Coordinator
   9. Manage the inbound and outbound mails/letters and office correspondences, clear filing system for letters
   10. Ensure filing of documents. Administration records and information is well updated and maintained.
   11. Keep track of Visa issuance, work permit track with relevant ministries in consultation of direct supervisor and Admin Officer in National Office.

Facilities Management:

1. 12. Oversee facilities services, maintenance activities and tradespersons; payment of rent obligations, utilities in a timely manner for all leased premises (offices, guest houses, warehouses, etc.)
   13. Ensure that WVA Kabul Field Office and other premises are adequate, well-maintained, and meet basic safety and health requirements.
   14. Plan and organize space allocation for newly started projects and specify workstations with coordination of P&C department.
   15. Maintain an accurate visitor list including arrival and departure dates for each location
   16. Ensure there are adequate office supplies available for the staff. Stocking and managing the usage tracker of office materials

Liaison, Coordination & Guest Management:

1. 17. Guest Management: Ensure the provision of suitable provide accommodation and meals for WVA staff and visitors at hotel/s and WVA guest house/s.
   18.  Ensure daily screening list of visitors and guests
   19. Event Management: Plan in-house or off-site activities & events such as like parties, celebrations and conferences as required by SMT or SLT.
   20.  Analyse maintenance costs and provide recommendations on asset utilization and replacement.

Asset tracking and maintenance:

2.1 Ensure of submittal and reporting asset status in field level to Asset Tracking Officer in National Office

2.2 Support Asset Tracking Officer in Annual Physical Inventory

2.3 Report any issues relevant to Asset Tracking Officer in National Office including asset loss, asset damage and problems.

Other:

• Adhere to WV Child Protection and Adult Safeguarding policy and standards.
• Adhere to WV accountability standards.
• To be aware and prepared to implement WV Afghanistan Humanitarian and Emergency Affairs plan under the context of Administration department. 

The application closing date is 05-Dec-2024. Qualified applicants can apply for the position by filling in the online application form in WV Career portal. applicants can also attach their CV and cover letter in the online system. Please note that only the applications received through the online portal will be considered for this position.

Applicants can login to WV online application system by copying and pasting the following link into their browser.

Note: Female qualified cancdidates are highly encouraged to apply.

Only shortlisted candiates will be contacted.

Submission Link: 

https://worldvision.wd1.myworkdayjobs.com/en-US/WorldVisionInternational/details/Administration-Supervisor_JR37869-1