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Job Description Summary
The Program Support Coordinator leads all administration functions of SPIR II, providing high level administrative guidance and management support to SPIR II coordinating office team and Woreda/Zone based offices. S/he provides administrative leadership to both support and program teams to ensure efficient use of resources; tracking assets, maintenance of equipment and facilities in line with donor guidelines and World Vision policy. In addition, the position holder is responsive for ensuring efficient and effective administration support is provided for the smooth operations of SPIR II program.
Job Description
People Management
- Endures that performance management of direct reports handled in line with WVE P&C standards
- Promotes positive and collaborative working relationships in line with WVE’s Code of Conduct
- Identifies staff capacity gaps and facilitates capacity-building plan particularly for Administration, Procurements and ICT coordinators and the team members in Admin, procurement and ICT units.
- Establishes regular team meeting to accept and consider inputs, complaints and feedbacks to provide improved support service
Fleet Management
- Ensure the existence of coordinated and well-planned operation of transportation, maintenance and other services provision; and their management per WVE policies and procedures.
- Device and put processes in place for SPIR II project to ensure the existence of efficient and effective management of staff transportation, travel plans, and dispatching of vehicles to meet team needs.
- Validate and ensure the submission of monthly fleet and material reports to the SPIR II Finance Director
Logistics Management
- Closely work with WVE Safety and Security persons and provide regular update for SPIR II staff on safety and security situation
- Works with Zonal managers, Woreda Coordinators, Supply Chain Coordinator and Food Assistance Manager to facilitate office and or warehouse contractual arrangement ensuring SPIR operations comply with legal procedures
- Works with Zonal managers, Woreda Coordinators, Supply Chain Coordinator and Food Assistance Manager to facilitate office and or warehouse contractual arrangement ensuring SPIR operations comply with legal procedures
- Provide technical guidance to Woreda teams and SPIR Implementing Partners (CARE and ORDA) on vehicle management, maintenance, insurance and disposal procedures
- Ensures annual inventories are made and documented as per the existing WVE procedures
- Ensure compliance of all logistics operations in SPIR II project with WVE logistics & donors’ procedures and best practices with emphasis given to the value for money principle.
- Involve in process improvement of logistics functions in collaboration with SPIR II Finance Director and WVE Support Services Division.
Procurement
- Ensure the standards of supply chain management meets program needs.
- Provide advice and directions for smooth engagement of procurement functions during annual operational plan development of SPIR II
- Ensure strong relationship is maintained with Budget Holders during Annual Procurement Plan Preparation and procurements are executed as planned.
- Oversee that procurements of SPIR II are handled in compliance with WVE and Donor rules and regulations.
- Support staff capacity building on WVE and donor procurement rules, regulations, policies and procedures
Coordination and Planning
- Involve in annual planning and ensure that Support unit’s budgets are properly factored in the annual budget.
- Follow up and coordinate with finance to ensure expenditures aren’t exceeding approved budget.
- Provide directions and support on historical costs for commonly procured goods and services in budgeting processes.
- Prepare assets disposal and transfer plan as needed and decided by the donor and WVE SPIR II management
About You
- KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience
- 4-6 years’ experience in similar roles
- Experience in International NGOs
Required Education, training, license, registration, and certification
- MA or BA Degree in Business Administration, Management and related fields.
Preferred Knowledge and Qualifications
- Proven experiences managing and leading procurement & supply chain functions in a demanding environment
- Experiences in managing and leading office operations, fleet, logistics and safety & security functions
- Strong organizational and team working skills
- Good communication and interpersonal skills
- E experience in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.)
- Good verbal and written communication skills in English
- Knowledge of road safety and traffic regulations is advantageous
- Ability to effectively work in a team
Travel and/or Work Environment Requirement
- 25% field travel
Language Requirements
- English
Requirement Skill
Supply chain management
Procurement
How To Apply
World Vision is a child-focused organization that is committed to safeguarding all children as well as adult beneficiaries and has zero tolerance for incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. Therefore, World Vision does not hire staff whose background is not suitable for working with children or vulnerable adults, even if their role does not interact directly with them.
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