World Vision International NGO Administration and Liaison Officer Jobs in South Sudan

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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