Support Services Administrator Dnipro Office

Описание

Job Description

MAJOR RESPONSIBILITES
Administrative Coordination and support

•Ensure the proper and effective functioning of the Dnipro office.

• Provide logistical 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 recordings.

• Coordinate staff travel arrangements.

• Provide logistical and administrative support for trainings and meetings.

• Closely coordinate with Comms, R&C, P&C, OPS related to visibility obligations to ensure required visibility resources are available in the office and project sites.

• Perform other duties as assigned by the supervisor.

Fleet management

• Ensure vehicles allocations, potential rental, taxi services are completed based on program needs in country.

• Ensure cost efficient monthly, weekly & daily planning of movements

• Ensure fleet cost tracking, analysis and planning are done timely and in quality manner

• Ensure that WVI fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets etc.

• Ensure fuel cards are assigned to specific vehicles, securely stored and regularly monitored, with inactive cards properly controlled.

• Monitor fuel consumption and vehicle usage patterns and flag anomalies or irregularities.

• Ensure completeness and accuracy of fleet documentation (logbooks, fuel records, maintenance records) and consistency with actual vehicle usage.

• Review & implement an efficient maintenance strategy in country (in terms of operations as well as in terms of costs): handle market surveys of maintenance facilities, genuine spare parts market, develop practical tools to anticipate vehicles availability etc.

• Ensure that security & safety guidelines are applied in every vehicle in use and for any movement.

• Organize regular drivers training and refreshers (driving, security & safety, basic maintenance, crisis management, etc.);

• Maintain the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation.

• Ensure close monitoring of vehicle movement.

Coordination

• Support coordination between the Support Services team and Project Managers, Technical coordinators, procurement staff to facilitate effective, efficient and timely program implementation;

• Support internal and external audit processes and ensure timely implementation of agreed actions related to asset, fleet and administrative controls.

Staff management

• Manage the performance of direct reports through performance reviews, frequent conversations and other method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement tasks.

• Driver(s) under direct service to be managed according WV policies and Values

• Ensure timely completion of WVI compliance and other mandatory trainings for direct reports.

Training and Capacity Building

• Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.

• Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.

Required Professional Experience

• At least 1-2 years of experience in office administration logistics, asset management, fleet supervision, or equivalent;

• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management.

• Strong organizational and problem-solving skills with analytic approach.

• Strong interpersonal, management and leadership skills.

• Flexibility and ability to multi-task under pressure;

Required Education, training, license, registration, and certification

• Must have a University degree in Business Administration , or Finance ,

• Advanced proficiency in written and spoken English;

• Advanced use of excel.

• Valid Driving license

Preferred Knowledge and Qualifications

• Work experience and knowledge with Support Services systems

• Prior knowledge and understanding of donors' rules and regulations applicable to Logistics and Procurement (USAID/BHA, ECHO, EC, DFID, etc.) is desired.