Background information about the job or company (e.g., role context, company overview)

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!

Responsibilities or duties

Reports to: Program Coordinator

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.

Store Management System.

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.

Petty Cash Management

Ensure timely replenishment of petty cash according to the organisation guidelines and policy.

Ensure monthly submission of petty cash count Certificates.

Conduct daily Cash count, while ensuring verification forms are signed and properly filled for accountability purposes.

Ensure 100% petty cash vouchers are signed and approved before pay out.

Asset Management

Maintain asset registers (a data base of office assets).

Ensure routine service of office machinery and assets.

People management

Provide supervision to the Office Assistant.

Qualifications or requirements (e.g., education, skills)

Bachelors degree in Business administration, office management, international relations, social sciences or related disciplines.

Experience needed

At least 2 years of experience working in similar role, preferably in fragile contexts of hard to reach areas and refugee settings.

Knowledge of basic computer skills especially in Micro soft, Word, Excel, power point and Internet packages.

Have customer care experience.

Effective in written and verbal communication in English.

Experience working in refugee response operations and any similar context.

Demonstration of well-developed interpersonal skills, excellent communication skills, both verbal and written.

Ability to communicate and work with beneficiary communities, government and stakeholders at the district level.

Knowledge of gender and equality mainstreaming in emergency programs.

Knowledge of the local language is a MUST. Applicants residing within or near the project implementation location are strongly encouraged to apply.

• 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.
• Store Management System.
• 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.
• Petty Cash Management
• Ensure timely replenishment of petty cash according to the organisation guidelines and policy.
• Ensure monthly submission of petty cash count Certificates.
• Conduct daily Cash count, while ensuring verification forms are signed and properly filled for accountability purposes.
• Ensure 100% petty cash vouchers are signed and approved before pay out.
• Asset Management
• Maintain asset registers (a data base of office assets).
• Ensure routine service of office machinery and assets.
• People management
• Provide supervision to the Office Assistant.

• Basic computer skills especially in Micro soft, Word, Excel, power point and Internet packages.
• Customer care experience.
• Effective in written and verbal communication in English.
• Well-developed interpersonal skills.
• Excellent communication skills, both verbal and written.
• Ability to communicate and work with beneficiary communities, government and stakeholders at the district level.
• Knowledge of gender and equality mainstreaming in emergency programs.
• Knowledge of the local language is a MUST.

• Bachelors degree in Business administration, office management, international relations, social sciences or related disciplines.
• At least 2 years of experience working in similar role, preferably in fragile contexts of hard to reach areas and refugee settings.
• Knowledge of basic computer skills especially in Micro soft, Word, Excel, power point and Internet packages.
• Have customer care experience.
• Effective in written and verbal communication in English.
• Experience working in refugee response operations and any similar context.
• Demonstration of well-developed interpersonal skills, excellent communication skills, both verbal and written.
• Ability to communicate and work with beneficiary communities, government and stakeholders at the district level.
• Knowledge of gender and equality mainstreaming in emergency programs.
• Knowledge of the local language is a MUST.