Administrative Officer job at War Child Canada (WCC) | Apply Now

Front Desk Management (30 %)

• Provide front desk coverage i.e., receive visitors ensuring they are comfortable, and their issues dealt with in the most appropriate manner, and ensure that the Front Desk is a true reflection of WCC ’s working environment and hospitality to visitors.

• Receive and route incoming calls, visitors, mail, and official correspondence in line with user requests and office procedures.

• Receive external correspondences, distribute, and account for all incoming and outgoing correspondences as applicable.

• Manage WCC Post office, follow up on subscriptions, deliveries & picking up of parcels.

• Manage and planning office events, meetings, and workspace setups.

Procurement Support (30 %)

• Support in the preparation and processing of purchase orders, procurement documents, ensuring accuracy and compliance with war Child Canada Policies.

• Support in the sourcing of suppliers and vendors.

• Receiving incoming Purchase Requisitions (PRs), verify that they are fully approved before sourcing.

• Prepare Requests for Quotations RFQs and dispatch to suppliers.

• Receive quotations, Purchase Orders, Prepare Bids Analysis.

• Provide reliable and timely weekly procurement tracking status reports.

• Prepare and implement Purchase Orders.

• Support the Logistics Manager in preparing fleet-related procurement Requests (spare parts, servicing, tyres).

Admin & Asset Management (40%)

• Carry out the filing of documents in the department for safety and easy accessibility in line with best practices.

• Allocate vehicles to staff based on approved requests and availability.

• Compile and share weekly travel plans with the staff, based on the approved travel requests.

• Track staff travel requests and ensure timely communication with drivers.

• Maintain and organize War Child Canada’s inventory and storage areas with complete documentation.

• Coordinate repairs, maintenance, and servicing of office equipment i.e., Laptops, Printers, scanners, air conditioners etc.

• Oversee day-to-day office operations to ensure a smooth working environment at Country office.

• Manage office supplies, stationery, utilities, and ensure timely replenishment.

• Monitor stock levels of office consumables & supplies and liaise with line manager to guide on replenishments measures.

• Monitor utilities ie, cleaning services, power supply, Water supply, Internet and ensure that there are no outages at all time.

• Arrange travel bookings, accommodation, and transport for staff and visitors (Both domestic & International visitors).

• Handle all petty cash procurements at WCC Country Office.

• Track supply levels for the admin stock and submit timely purchase requests.

• Track all incoming and outgoing supplies & Equipment in the reporting database and ensure that all the necessary paper work is in place prior to release.

• Conduct month end inventory reconciliation.

• Supervise cleaners, Kitchen support staff, gardener, and ensure that the office and office environment is well organized and always kept clean.

• Prepare, maintain and file all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.