Staff Security and Admin Coordinator

Overview

Coordinate staff security and administration effectively

You have:

• Effective coordination of office administration and security strategy.
• Experience in staff security management.
• Knowledge of fleet and asset management best practices.
• Ability to conduct training and workshops effectively.
• Understanding of procurement and supply chain management.

With over 70 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 34,000+ 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:

Job title: Staff Security and Admin Coordinator

Location: Ulaanbaatar, Mongolia

Contract type: Fixed-term

The purpose of this position is to effectively coordinate office administration, fleet management, and asset management in line with World Vision’s procedures to support the timely implementation of World Vision Programs/ Projects that will have the greatest impact on process improvement, simplification, standardization, and cost containment thus ensuring the achievement of the Child Well Being Outcomes.

The role also includes leading the Staff Security Strategy to ensure a safe and secure working environment for all staff members. It also includes conducting regular security training and awareness programs for staff, ensuring that all security measures are up-to-date and effectively communicated. By prioritizing staff security, the position ensures a secure working environment, enabling staff to focus on their roles and contribute effectively to the organization's mission.

ADMINISTRATIVE COORDINATION (60%)

• Oversee asset management and fleet management to ensure compliance with organizational policies.
• Maintain accurate records for assets, transportation, and vehicle services.
• Manage travel management and office administration, including visa applications, organization certificate extensions, and immigration reporting.
• Implement audit recommendations in office administration, fleet management, and asset management as directed by P&C Lead.
• Maintain proper filing and record keeping of visa application, organization certificate extension, immigration reporting, and other office administration services as per the guidelines set by the management
• Implementation of agreed audit recommendations in the office administration, fleet management, asset management, and other areas as per the guidance giver by the management.
• Coordinating the domestic / international travel of staff and logistics of the departments/international visitors with effectiveness and efficiency
• Managing travel planning for drivers of the office/transportation service providers/travel agency
• Managing office administration planning
• Establish and communicate priorities based on customer needs. Contribute to cross-functional planning activities.
• Advise on, and participate in development of consolidated procurement plan and sourcing strategy
• Develop sources of competitive advantage to ensure that the supply chain management function supports the achievement of the organization's source of competitive advantage

Office administration service execution

• Ensure that supplies and materials are promptly obtained and delivered to respective departments and field
• Coordinate logistics support in the National office
• Coordinate the countryside travel plan with the drivers of the office and transportation service providers
• Coordinate the administration of office services requirements such as asset care, organization certificate extension, tickets/visa processing, messenger service, mail/ and all customs related matters and courier services, visitor relations, and other office administrative concerns
• Coordinate and facilitate all visa requirements of expatriate staff, consultants and foreign visitors
• Provide support to all staff in Mongolia with regards to visa applications when they travel internationally
• Coordinate the on boarding of expatriate staff and to provide support to expat staff and families when they first arrive to Mongolia
• Design and update efficient administrative systems to facilitate acquisition of National Office assets and ensure its register is up to date
• Maintain the National office related rent, utility costs etc, to run the office for business requirements
• Coordinate the National Office cleaning service and ensure the office is clean to run business
• Actively join to team meeting and other activities and raise voices and send feedback for any new ideas and simplifications
• Ensure all national office equipment is correctly accounted for and maintained

STAFF SECURITY (30%)

• Lead staff security strategy for World Vision Mongolia
• Conduct regular security training and awareness programs for staff.
• To constantly provide constructive feedback to the People & Culture Lead by bringing the field staff ideas or suggestions on needed improvements regarding organizational matters with focus on staff care and security
• Ensure compliance to WV’s Security policies and manuals

PROCESS, PROCEDURE AND POLICY (5%)

• Conduct day to day tasks as per the approved policies, standards, procedures, processes and guidelines,
• Advise management regarding any challenge/risks/impractical guidelines,
• Collect customer feedback relating to the policies, processes and guidelines, and report to line manager for improvements or change.
• Ensure that all drivers, transportation service providers, and passengers understand Road Safety and Fleet management policy, standards, and travel planning system
• Ensure stakeholders understand respective policies, procedures, processes, and standards.

SELF-DEVELOPMENT (5%)

• Seek self-development on current trend of the technical sector
• Demonstrate high commitment to World Vision’s Core values in the approach to work and relationships
• Engage different cross functional teams to learn and contribute
• Spend time to connect World Vision Central Community of Practice and E Campus
• Attend additional training internally and externally as required
• Perform any other tasks assigned by the manager

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: wvi.org