Descrição
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:
Empleado de Plazo Determinado (Fixed Term)
Job Description:
MAJOR RESPONSIBILITES
Administrative Coordination and support
- Ensure the proper and effective functioning of the Dnipro office.
- Provide logístical and other required support for the smooth implementation of the Ukraine Country Response operations.
- Manage office maintenance and ensure the timely availability of office supplies.
- Register PRFs and support requestors in planning and budgeting as required; create accurate requisitions in the Provision system.
- Manage assets and inventory in full compliance with World Vision asset management policies, ensuring asset register completeness, accuracy and proper assignment of custodians. Facilitate regular and annual checkup of assets in Dnipro office. In close coordination with Support Services assigned staff responsible for asset database maintenance co-facilitate preparation and annual review of individual asset usage agreements.
- Ensure all asset movements, reassignments and location changes are properly documented and reflected in the asset register in a timely manner.
- Conduct periodic spot checks and support annual physical verification of assets and controlled items, ensuring reconciliation with asset register and finance records.
- Ensure all assets and controlled items (including keys, fuel cards, SIM cards, stamps, etc.) are assigned to responsible custodians, properly documented, and fully recovered during staff transitions and exit processes.
- Establish and maintain a Key and Access Control Register (including office keys, safe keys, vehicle keys, and storage access), ensuring secure storage and access limited to authorized personnel.
- Conduct and maintain regular locker and storage inventory, clearly defining ownership, and custodianship.
- Ensure proper control, tracking and secure use of portable assets, including assignment to custodians and monitoring of usage.
- Conduct periodic reviews of access rights (keys, safes, storage, vehicles) to ensure access remains appropriate, limited to authorized personnel and aligned with current roles and responsibilities.
- Ensure proper control and segregation of duties over safes, including limited access, dual control where applicable, and secure handling of keys and access.
- Maintain a register of communication assets (SIM cards, mobile phones, routers), ensuring proper assignment, usage monitoring and retrieval upon staff exit.
- Ensure proper custody and controlled use of organizational stamps, including secure storage and clear assignment of responsibility.
- Ensure that asset disposals, write-offs, and exceptional reassignments are processed in line with approval requirements and properly documented.
- Monitor for discrepancies, misuse, loss, or damage of assets and ensure timely escalation and reporting in line with applicable procedures, including Integrated Incident Management (IIM).
- Support internal reviews, spot checks, and audits, and ensure timely implementation of agreed actions related to asset, fleet, and administrative controls.
- Support onboarding processes and training schedules for new staff, assisting the P&C team to ensure that new employees and contractors have the necessary information, access, and tools to be productive from their first day.
- Submit invoices for payment, ensuring complete and accurate documentation packages are shared with the Finance team and/or uploaded into the Provision system (for payments and pre‑payments); split budget codes as required, monitor payment statuses, and complete receiving in the Provision system.
- Assist the appointed supervisor in implementing administrative strategies, preparing official documentation, and managing support functions, including training schedules, PRFs, and onboarding activities.
- Coordinate with the appointed supervisor to ensure accurate and well‑managed visitor and guest records.
- Support guest accommodation arrangements, office access arrangements, including assigning focal point, maintaining visitor records, managing communications, and coordinating related logistics such as transportation and medical information.
- Prepare and submit reports to the appointed supervisor on office expenses.
- Act as a communication focal point for administrative, logistics, and office coordination matters, handling inquiries from internal departments and coordinating with external stakeholders.
- Support the organization of Zoom/Teams meetings, including link creation, coordination with interpreters when required, sending invitations, launching meetings, and sharing recor