The World Vision is hiring an Office Administrator. Deadline: 26 March 2024
Position: Office Administrator
Location: National Office, Tirane
Application Deadline: 26 March 2024
Job Purpose
The Office Administrator plays an important role in managing the delivery of support services to the World Vision Albania office and assist the Area Program Manager in office and equipment maintenance operations. This includes organizing and coordinating important events, managing the Supply Chain function to support timely implementation of World Vision Programs/Projects
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Major Responsibilities
Supporting Program Team
- Assist program team in organizing events, budgeting, and strategic planning sessions.
- Coordinate events between team members, partners, and other stakeholders.
- Aid in transportation coordination of Child Sponsorship postage.
- Assist in preparing Purchase Requests and reviewing/checking delivered goods.
- Coordinate small value purchases for AP needs and purchases for Gift Notification purposes.
WVA Vehicle Usage and GIK
- Organize vehicle usage schedules and ensure efficient usage.
- Safely drive WV staff as needed and coordinate vehicle services/maintenance.
- Compile monthly cost reports for AP vehicles and ensure compliance with Vehicle Driving Policy.
- Coordinate distribution of GIK items and other goods to Area Program partners.
Office Operation, Maintenance, and Inventory
- Supervise arrangements for venue bookings, traveling, and office events.
- Provide office maintenance and ensure security procedures are implemented.
- Maintain accurate inventory of assets in the AP and compile annual inventory reports.
Supply Chain Management
a) Business Requirements and Planning
- Understand office business requirements and facilitate timely resolution of issues.
- Identify alternative supply sources and resolve conflicts with deliveries and suppliers.
b) Strategic Sourcing
- Execute Market Assessment and Supplier Pre-qualification process.
- Manage RFQ/RFP Process and negotiate with suppliers.
c) Supplier Contract and Relationship Management
- Monitor contract close-out, renewal, or retender.
- Analyze supplier performance and coordinate for improvement.
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d) Procurement Execution
- Receive Purchase Requisitions, conduct sourcing events, and manage PO Change requests.
- Ensure compliance with procurement policies and guidelines.
Inventory Focal Person Responsibilities
- Maintain and update WVA inventory manual and database.
- Compile annual inventory reports and ensure policy implementation.
Other
- Perform clerical functions and assist Program Manager as needed.
- Ensure awareness of emergency procedures and participate in staff meetings.
Knowledge/Qualifications for the Role
- Bachelor’s degree in Finance, Business Administration, or related field.
- Proficiency in Microsoft Office applications.
- Prior administrative experience and knowledge of office environment.
- Proficiency in English and Albanian.
- B-category driving license.
Preferred Knowledge and Qualifications
- Advanced course in office administration.
- Effective communication and organization skills.
- Problem-solving and multitasking ability.
Core Competencies
- Deliver Results
- Be Accountable
- Partner and Collaborate
Please note that the selection process for the job position is solely at the discretion of World Vision and the organization reserves the right to choose candidates without being obligated to provide reasons for such choices to any candidates who have not been selected, or to any third party thereof. Candidates who are not selected will not receive specific feedback or reasons for their non-selection. This is a standard practice that allows us to maintain the confidentiality of our internal decision-making processes.
