Administrative Officers job at War Child Canada (WCC)

• Implements War Child Canada’s Human Resource, Administrative and Logistics systems and procedures at country /regional/field level.

• Ensure adherence to War Child Canada’s policies and the national labor law in all processes and procedures.

• Prepares and submits periodic and monthly reports as appropriate & needed

• Procurement and Logistics:

• Organize the procurement of items based on authorized PRFs as requested by the budget holder and ensure correct War Child Canada procedures are followed according to approved thresholds;

• Ensure quality of goods and services procured by taking a proactive role in discussing the technical specifications on the PRF, organizing visits to suppliers with programs and proper verification at the point of delivery whilst involving the end user department

• Ensure that minimum infrastructure requirements are availed (power, NWSC, internet)

Fleet:

• Ensure management of vehicle fleet is in line with WCC guideline, and ensure appropriate allocation and safe, economical use of vehicles throughout programmes and ensure servicing and maintenance schedules are adhered to;

• Supervise vehicle log scheduling and allocation in order to optimally serve the needs of programmes;

• Update and supervise vehicle (car and motorcycle) maintenance planning;

• Monitor fuel consumption of WCC vehicles and motorcycles and prepare a monthly fuel accountability report and submit the same in time to country office logistics team;

• Ensure WCC safety regulations are adhered to by both drivers and passengers at all times;

• Ensure that all WCC vehicles are fully kitted out with first aid box, toolbox, fire extinguisher, valid vehicle documents and insurance, vehicle folder, rescue kits, jack, spare tires etc.

Storage:

• •Ensure proper handling and documentation of all consignments coming in or out from country office and other offices in the region;

• Ensure all the documentation relation to stock in and out are in place;

• Keep a well updated stock card;

Equipment:

• Ensure that the master assets register is maintained and updated and share all the updates with the country office logistics team;

• Ensure that all WCC assets in the region and at partner offices are being used and maintained according to WCC policy guideline

Security:

• Monitor security information and networks and ensure that security information is disseminated appropriately and effectively through to country office;

• Participate actively in internal and external security meetings

Supervisory responsibilities:

• The position line manages Drivers and guards in the region

General Administration responsibilities:

• Contributes to initiatives and processes that contribute to a high-performing department and organization, including but not limited to, staff feedback mechanisms, staff surveys, complaints mechanisms, team building and other activities;

• Ensures that office environment is clean, safe, attractive and conducive at all times, including timely opening and closing

• Manages correspondence and arrange for travel and accommodation of visiting stakeholders.

• Maintain a system / database for recruitment and trainings for the Regional/Field Office;

• Supports trainings and implementation on key policies (Code of Conduct, and PSEA (Protection from Sexual Exploitation and Abuse), Internal Regulation and HR Standard Operating Procedures;

• Supports in on boarding and off boarding procedures at the regional office;

• Working closely with the Regional Coordinators/ Project Managers and Team Leads, support and ensure unified operational systems, and document best practices, lesson learned and success stories.