Administration Supervisor

Position Title: Administration Supervisor

2024-12-05 Badghis Full Time 1

Job Location:	Badghis
Nationality:	National
Category:	Admin-Clerical
Employment Type:	Full Time
Salary:	As per WVA Salary Scale
Vacancy Number:	JR37869
No. Of Jobs:	1
City:	Qala-E-Now

Organization:	World Vision International
Years of Experience:	At Least 3 Years
Contract Duration:	Less than One Year
Gender:	Male/Female
Education:	University degree in Public/Business Administration or Economics
Close date:	2024-12-05

About World Vision International:

World Vision International (WVI) began emergency relief operations in Afghanistan in 2001 by addressing the urgent needs of children and families affected by natural disasters and decades of conflict. More than a decade later, World Vision Afghanistan’s (WVA) programs have expanded to development sectors such as health, nutrition, WASH, child protection, and education, empowering women to engage in civil and social change through interfaith partnership.

WVA targets the most vulnerable in its interventions; including children, women, Internally Displace Persons (IDPs), and returnee refugees, as well as the most impoverished and marginalized families. These priorities have been chosen to contribute to our Goal of: “Improved survival and well-being of Afghan girls and boys, building the foundations for a better future for Afghan children and their communities.”

Our work is well established in Herat, Badghis, Ghor, and Faryab provinces in the western region of Afghanistan. We work closely with all levels of society including children, parents, teachers, village councils, religious leaders, ministries, provincial departments, and other national and international agencies.

Job Descriptions:

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. 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. 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
2. Prepare staff time sheets, submit staff LDRs in ESS (ensure all staff sign their timesheets on time).
3. Assist in the preparation of regularly scheduled reports with Administration Coordinator
4. Manage the inbound and outbound mails/letters and office correspondences, clear filing system for letters
5. Ensure filing of documents. Administration records and information is well updated and maintained.
6. 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. 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.)
2. Ensure that WVA Kabul Field Office and other premises are adequate, well-maintained, and meet basic safety and health requirements.
3. Plan and organize space allocation for newly started projects and specify workstations with coordination of P&C department.
4. Maintain an accurate visitor list including arrival and departure dates for each location
5. Ensure there are adequate office supplies available for the staff. Stocking and managing the usage tracker of office materials

Liaison, Coordination & Guest Management:

1. Guest Management: Ensure the provision of suitable provide accommodation and meals for WVA staff and visitors at hotel/s and WVA guest house/s.
2. Ensure daily screening list of visitors and guests
3. Event Management: Plan in-house or off-site activities & events such as like parties, celebrations and conferences as required by SMT or SLT.
4. 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.

Job Requirements:

Required Professional Experience:

At least three (3) years of experience in administrative positions, preferably within an International NGO
Substantial knowledge of team work and workload management.
Ability to form and maintain solid relationships with wide range of different stakeholders, partners, co-workers.

Required Education, training, license,registration, and certification:

University degree in Public/Business Administration or Economics.
Administrative trainings.

Preferred Knowledge and Qualifications:

Proficiency in MS Office package with expertise in Microsoft Word, PowerPoint and Excel.
Detail oriented and comfortable with working in a fast-paced office environment.
Working knowledge in administration field.
Able to operate all office electronic devices such as Xerox, Scanner and Projectors.
Fluent in English language, both verbal and written skills.
Good interpersonal, organizational and time management skills.
Able to manage multiple tasks and meet deadlines.
Ability to maintain performance expectations in continues changing environments.
Ability to well communicate the relevant concerns with Upper Management and Direct Supervisor.
Must be able to maintain a high standard of personal appearance and reputation.
Ability to prioritize work in relation to need and urgency adaptability and flexibility.

Submission Guidelines:

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://www.myworkday.com/worldvision/d/inst/15$158872/9925$40165.htmld