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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Reports to: Programme Manager

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

Planning, documentation and events support for program staff

• Providing information and guide staff on administrative processes, procedures and requirements.
• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
• Support staff on follow-up of internal communications and actions.
• Prepare and serve break and evening tea to all staff as well as washing utensils for the office
• Organize and packing workshop materials to support training activities
• Compile calendar/s of key events and support planning of the events and meetings.
• Follow up on meeting invitations through emails and phones as is appropriate.
• Planning for and managing logistics for program meetings and other forums such as workshops and reflection/ learning events

Assets and Store Management

• Maintain asset registers (a data base of office assets).
• Ensure routine service of office machinery and assets.
• 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.

Service provider’s management

• Sourcing for quotations and processing requisitions for SUPREME staff and partners
• Order placement in line with approved rates
• Bookings made within the agreed rates based on contract agreement signed with the service providers
• Maintain good working relationship between service providers and the organization.
• Order placement in line with approved rates
• Payment processing in line with set standards

Communication, relationships and reporting

• Following up with all staff on submission of their monthly reports.
• Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora.
• Support with preparation of stores reports and ensuring that they are fully filed.

KNOWLEDGE, SKILLS AND ABILITIES

• At least Bachelor’s degree in Business Administration, Management sciences, Secretarial studies or related disciplines.
• A minimum of 3 years’ experience in customer care, administrative work, logistics with International NGOs or local government.
• At least one year’s experience in office administration and organization, logistics and supplies-related activities preferably within an NGO setting.
• Must have knowledge in computer applications like MS Office and data base management
• Knowledge in logistical operations
• Excellent customer care and public relations.
• Very strong relational and communication skills.
• Commitment to World Vision mission and partnership values and sensitivity to its various expressions across cultures and denominations.
• Technical skills: academic and/or direct experience and expertise in at least three of the following thematic areas is required: customer care, administrative work, logistics, documentation and reporting.
• Mature Christian, able to stand above denominational diversities.