Administration Officer at World Vision, Port Vila

Administration Officer at World Vision in Port Vila. Full-time. Apply with swipeandhired.

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 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:
30% Travel and accommodation

• Receive flight and accommodation requests by email with all mandatory information and check them against the Travel and Accommodation process map.

• Check flight availability with Air Vanuatu for the requested dates and suggest alternatives when flights are unavailable.

• Book approved flights with Air Vanuatu, charter operators and the WVI international travel agent; confirm booking details to requesters, through Happy Path where required.

• Follow up with Air Vanuatu, travel agents and charter operators when there is no reply within 48 hours.

• Book accommodation once the ticket is confirmed, check hotel and boat availability for Happy Path requests, and arrange guesthouse or other accommodation where hotels are not available.

• Rebook or cancel when flights or boats are delayed or cancelled (for example by weather or volcanic ash), and claim refunds.

• Keep a traveler list with emergency contacts and confirm travel security requirements are met with the security leads before each trip.

• Give staff and visitors the information they need for visas, immigration and travel insurance.

• Reconcile and request reimbursement from Finance to keep the credit balance above 30% and restore it to the full credit amount.
• Requesters are told about progress or problems with their booking within the expected timeframe in the Travel and Accommodation process map.

• Flight tickets are secured on time so that staff travel in the requested timeframe.

• Accommodation is booked as soon as the ticket is confirmed.

• Bookings follow WVV process, procedure and policy.

• Traveler records are accurate and available in an emergency.

• The monthly travel summary is sent by the agreed date each month.

5% Facilities management CPO
Work with Finance to raise monthly purchase orders for power, water and internet in the first week of each month; check bills and report problems.

• Manage the CPO office key register; report incidents at offices and residences to the supervisor with recommended actions.
• Utilities are paid on time, and outages are reported and followed up.

• Out-sourced service providers are held to their contracts.

• The office is clean, safe and presents a professional image in line with brand guidelines.

25% Front office and hosting

• Answer and transfer calls, take messages and pass them on by email, and check voicemail daily.

• Greet visitors warmly, sign them into the visitor log, contact their host, and offer a seat or escort them when the host is ready; follow the WVV protocol for chiefs, government and church visitors.

• Check and sign for deliveries, mail and courier items, and tell the right staff member.

• Support internal catering and the booking of internal meeting rooms.

• Work with the Comms Manager and Area Program focal points so that signs, logos, displays and meeting rooms follow World Vision brand guidelines.

• Keep minimum stationery stock, carry out a quarterly stock-take and submit replenishment requests.

• Visitors and callers are treated in a professional and timely manner.

• The reception area is kept neat and tidy.

• Messages and deliveries reach staff on the same day.

• Stationery stock never falls below the agreed minimum.

• Meeting rooms and signs follow brand guidelines.

25% Central Receiver

• Support requesters to receive their requests in Provision and receive in Provision on behalf of CPO requesters.

• Receive goods and items for CPO requesters, check specifications and quantity against the purchase order, confirm goods received notes, and tell requesters to collect items.

• Report invoice or receiving irregularities to the Senior Procurement & Logistic Officer.

• Open purchase orders are closed within 30 days.

• Goods are received only when documents match.

• No invoice is accepted dated before its purchase order.

• Irregularities are reported on the same day.

15% Information Management.

• Keep the P&L shared filing up to date with required documents, electronically and on paper.
• Required documentation is filed and easy to find.

• The monthly report is sent on time.

As needed
Other

• Complete the annual safeguarding and conflict of interest forms.

• Arrange cover for reception and travel bookings during planned absence with the Senior Procurement & Logistic Officer.

• Be available to deploy in an emergency response.

• Contribute to improvements to departmental policies, practices and tools.

• Annual safeguarding and conflict of interest requirements are met.

• Reception and travel bookings continue when the officer is away.

• Disaster response: able to deploy as required in the event of an emergency response.

Knowledge and qualifications for the role
Required professional experience

• Minimum of two years’ office administration or reception experience.

• Good computer skills in Microsoft Office (Word, Excel and email) and the internet.

• Strong interpersonal, communication and customer service skills.

• Strong planning and organizational skills, with the ability to prioritize and handle multiple tasks.

• High level of attention to detail, including checking documents against purchase orders.

• Able to handle confidential information.

• Self-motivated, and able to work in a team to make improvements and achieve results.

Required education, training, license, registration and certification

• Grade 10 certificate, or certificate in administration or a relevant field.

• Willingness to complete first aid and fire safety training within three months of starting.

Preferred knowledge and qualifications

• Strong knowledge and understanding of NGO operations.

• Experience with Provision, or a similar purchasing.

• Basic finance knowledge (document matching, invoices, VAT).

• Knowledge of travel booking and local airline and boat operators.

• Proven ability to build strong working relationships with a range of stakeholders.

• Customer-focused approach within a results-driven framework.

Travel / work environment
Based in the Country Program Office in Port Vila.
Physical requirements
Able to carry out roof, shutter and building checks safely, and to lift light office items and stock.
Language requirements
Able to communicate effectively in English and Bislama.

' World Vision is committed to safeguarding children and vulnerable adults, with zero tolerance for abuse, exploitation, or violence. All staff must be suitable to work in a safe environment and are expected to follow safeguarding policies, responsibilities, and training.'

Applicant Types Accepted:
Local Applicants Only