Administrative Coordinator

Overview

Coordinate administrative tasks and oversee office operations effectively.

You have:

• Bachelor’s Degree in Business Administration or equivalent in a related field.
• Minimum of 4 years of experience in a similar position and in the field of Administration.
• At least 2+ years’ experience in Administration Work, specifically on office facility management, Govt passport/visa liaison, working with vendors and supervision of administration staff.
• Experience in organisational finance and procurement/supply chain related work, specifically working on systems.
• Well-developed interpersonal, influencing, and communication skills, especially with credibility at senior levels, and capacity to adapt effectively across cultures.
• Computer skills including the ability to operate Microsoft Word, Microsoft Excel.
• Good negotiation skills.
• Planning, Organizing, Analytical, Coordinating skill.
• Proficient in English communication (read, write and communicate).

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!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)Job Description:

MAJOR RESPONSIBILITIES

Estate Management

• Coordinate the leasing of office premises for the National Office and residences for expatriate staff, ensuring that all premises occupied have valid tenancy agreements according to National legal provisions, are maintained/repaired in a cost-effective manner, and are handed over in accordance with the Tenancy Agreements.
• Ensure that all premises occupied by WVISL and expatriate staff have adequate security services provided to safeguard staff, families, and assets
• Ensure the provision of adequate utility services at the National Office and all expatriate staff residences in Freetown and the timely processing of all utility bills.
• Regularly update the real estate and asset management platform (REAM) with all WVISL leases and assets.
• Engage and oversee contractors to carry out repairs and maintenance works at the National Office and expatriate staff residences as and when necessary, in accordance with.
• Oversee daily office operations, ensuring that administrative tasks are done efficiently and effectively

Provision of Office Services

• Ensure the efficient management of the reception area to deliver exceptional service and support for all operations and activities.
• Organize and oversee the provision of comprehensive office support services for staff and departments at the National Office, including facilitating meetings, workshops, conferences, and seminars, while maintaining a clean and conducive working environment.
• Facilitate all travel arrangements for international trips for staff and visitors to the National Office, ensuring safe, cost-effective, and timely travel to and from their destinations.
• Provide guidance and assistance with visa applications for staff international travels and landing permits for incoming visitors as needed.
• Provide logistics and arrival information to all incoming visitors to enhance their experience and ensure smooth transitions.
• Lead and supervise administrative staff, delegating tasks effectively while ensuring compliance with organizational policies and procedures.
• Maintain organized records and files, ensuring confidentiality and compliance with all regulations.
• Oversee all WVISL administrative service contracts (including Orange SL, Africell, Janitorial, Security, Travel agencies, and Utilities) to ensure maximum value for money and service efficiency.
• Provide effective guidance, coaching, and supervision to the Admin Assistant, Office Assistant, and Admin Interns, ensuring that roles are clearly understood, tasks are completed on time, and standards of administrative support are consistently met.
• Update the information to service provider on changes on phone service (Day to day work with company for removal, switch service and top up for new number is accurate and on time, change sim, termination when staff leave WVI)

Immigration Compliance for Expatriate Staff

• Facilitate the work and residence permit application process for expatriate staff and their families.
• Coordinate with the vendor to manage passport and visa services, working closely with expatriate staff and liaising with relevant government ministries and departments (e.g., Department of Immigration and Passport, Ministry of Foreign Affairs) to ensure timely issuance of visas, passports, and work permits.

Budget Preparation and Execution

• Assist the Support Services Manager in preparing the annual administrative budget to ensure alignment with unit activities.
• Support the execution and monitoring of the approved budget to prevent overspending and ensure cost efficiency.
• Provide timely financial data and reports to facilitate informed decision-making during budget implementation.

Coordination with AP Offices

• Coordinate with regional supply chain coordinators to arrange accommodations and meals for international visitors visiting the field.

REQUIRED KNOWLEDGE, SKILL AND EXPERIENCE

• Bachelor’s Degree in Business Administration or equivalent in a related field.
• Minimum of 4 years of experience in a similar position and in the field of Administration.
• International NGO work experience will be added advantage.
• At least 2+ years’ experience in Administration Work, specifically on office facility management, Govt passport/visa liaison, working with vendors and supervision of administration staff.
• Experience in organisational finance and procurement/ supply chain related work, specifically working on systems.
• Well-developed interpersonal, influencing, and communication skills, especially with credibility at senior levels, and capacity to adapt effectively across cultures
• Computer skills including the ability to operate Microsoft Word, Microsoft Excel,
• Good negotiation skills.
• Planning, Organizing, Analytical, Coordinating skill
• Proficient in English communication (read, write and communicate)

Required travel and/or work environment accommodations: Travel to field office 10%

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 5 months ago - Updated 4 months ago - Source: wvi.org