World Vision International NGO Administration and Liaison Officer Jobs in South Sudan
Job Description:
Leadership and Capacity Development
Provide leadership to the Area Program based administration staff, ensuring competent and motivated teams are hired and retained for efficient delivery of services
Ensure professional development of Area Program based administration staff through orientation, on-the-job coaching, and mentoring, identification of training needs, and succession planning.
Ensure WV administration policies and procedures are understood and adhered to by staff
Model Christ-centered servant leadership and support the spiritual development of the team
Assets Management: Contribute to the implementation of effective and accountable financial and asset control systems:
Ensure World Vision South Sudan’s assets in Area Program are well secured, monitored and managed by WVI policies and procedures
Monthly and other reports are prepared and shared with the administration coordinator/manager and the APM
Supervise the updating of Fixed and non-Fixed Assets Register daily in the Area Program ;
Undertake physical verification of assets to update Fixed and Non-fixed Assets Register on a bi-annual basis;
Ensure all assets are tagged;
Monitor the status of assets and advice regarding repairs or disposal.
Real Estate Management
Ensure practical and comfortable office & team house:
Facilitate the proper planning and approval from authorities for construction or lease of any asset, i.e., land, buildings, water point, etc.
Ensure proper records are maintained to document WV’s ownership or title lands or buildings clearly
Design and implement a maintenance regime for offices and team houses
Ensure compliance with fire, safety, insurance and local other regulatory requirements for buildings
Monthly real estate management report shared with administration manager and the APM
Manage a team of support staff, ensuring team house supplies are in place;
Plan office supplies requirements and facilitates the purchase of these goods every month;
Monitor maintenance of generators, Solar’s, and office equipment as per approved procedure and policy;
Track payment of office and team house rent, electricity, water, and garbage collection and promptly process payment of the same.
Lead the process of contract renewal for World Vision facilities
Offices and Team Houses
Ensure the overall management of the operation of the team houses and offices.
Enforce Health and Safety regulations and ensure the team house is a safe environment for all.
Ensure Standard Operating Procedure (SOP) implementation in all departments and check the same during routine operational checks.
Prepare MOUs with Partners and monitor the purchase requisitions, the accounts receivable (collection from debtors) and the accounts payable (payable to the vendors/suppliers etc.) for the team houses.
Legal Requirements and Contract Management
Ensure lease agreements, service contracts, and other legal documents relating to lease, rental of assets and services are in order
Well-functioning system in place for monitoring and renewal or termination of contracts
Monitor service contracts, ensuring timely renewal and processing of invoices and payments as required; for Monitor service contracts and lead the process of contract renewal and processing of invoices and payments as required;
Monitor payment of office and team house rent, electricity, water, garbage collection and for timely payments by agreement
Coordinate with the administration /coordinator/manager and the APM on contracts and other legal issues relating to the administration
Office, air Travel and Accommodation Management
Ensure effective, customer-focused air travel and accommodation function:
Coordinate booking of domestic flights for visitors and staff;
Coordinate booking of accommodation for visitors and staff;
Book and process payment to the hotel, conference venues, etc. in support of operations;
Receive, log and distribute all incoming local/International correspondence (parcel, deliveries, etc.);
Collect administration documents, dispatch and track to Juba as needed;
Maintain a well-organized filing and documentation system;
Identify existing processes and procedures and lead efforts to plan, implement and monitor improvements
Oversee administrative arrangements for staff and visitors’ travel
Ensure good image of WVSS through the quality of reception and cleanliness of office and guest house premises
Effectively plan for office and team house supplies requirements and facilitate timely replenishment
Reception of visitors per expected office standards
Ensure timely monthly payment of staff air time credit.
Risk Management and Controls
Collaborate with the administration manager and the APM and contribute to the development of policies and procedures for the administration
Ensure compliance with administration policies and procedures
Facilitate staff to understand administration policies and procedures
Develop and recommend cost efficiency measures relating to assets utilization
Ensure reduced audit findings relating to the administration and timely implementation of audit recommendations
Identify existing processes and procedures and lead efforts to plan, implement and monitor improvements
Identify and implement continuous improvement processes for administration
Ensure compliance with local laws and WVI policies regarding the insurance of assets
Ensure compliance with a clean desk and office policy
Ensure compliance with the WVSS travel policy
Fleet Management
Draft monthly reports on all vehicle related issues and share for consolidation. Each draft report to include cost analysis of vehicle, generators, heavy duty mobile equipment and motorcycles. Report on the cost of each operation and the overall cost.
Plan movement of fleet assets including Vehicles, motor bikes to and forth field locations within Area Program field offices.
Ensure Safety & compliance with Fleet policy, Insurance and local government traffic rules.
Plan and document for periodic fleet service, maintenance and repair of all fleet assets (Vehicles and Motor bikes) in all field Offices in Area Program
Fuel Management
Assists in management and provision of petroleum, oils and lubricants as well as provision of other related services to the fleet.
Follows up the preparation of purchase orders and once approved implements the requirements for the purchase of fuels, oils and lubricants.
Certifies verification of payment documents for Authorization.
Certifies delivery documents for approval.
Inspects fuel usage for vehicles, generators, individual riders and project owned equipment ensuring they are monitored and analyzed for any major anomalies or patterns of inconsistent fuel consumption.
Manages internal control systems and carries out inspections to ensure accurate and complete accounting, reporting, and maintenance of electronic/hardcopy records to ensure proper audit trail.
How to Apply
For more information and job application details, see; World Vision International NGO Administration and Liaison Officer Jobs in South Sudan
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