Admin Assistant

Job Description and Requirements

World Vision international

Join and be part of a global relief, development and advocacy NGO, dedicated to work with children, families & communities to overcome poverty and injustice. World Vision International was established in 1950 & operates in nearly 100 countries worldwide.

World Vision is committed to the protection of children and we do not employ people whose background is not suitable for working with children. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.

Job Title: Admin Assistant

Employee Contract Type:

Local – Fixed Term Employee (Fixed Term)

JOB PURPOSE

To support the administration officer in the Administrative Functions with the smooth provision of administrative support to WVI in Turkiye, NWS and NCS Programs in line with WVI standards and operational principles. The position requires an appropriately collegial and customer-focused approach.

MAJOR RESPONSIBILITES

Activity

Admin:

• Maintains stock of office supplies by anticipating work requirements, ordering office supplies, and distributing supplies where necessary.
• Maintains accurate administration records and enter accurate data.
• Assists with organizing office related events when necessary.
• Arranges meetings by reserving rooms and managing refreshments.
• Updating paperwork, maintaining documents and word processing such as office and Guesthouse lease.
• Helping organize and maintain office common areas.
• Performing general office clerk duties and errands.
• Organizing travel by booking accommodations and reservations needs as required.
• Coordinating events as necessary.
• Maintaining office supply inventory.
• Maintaining office equipment as needed.
• Resolve office-related malfunctions and respond to requester issues.
• Coordinate with other departments to ensure compliance with established policies.
• Miscellaneous tasks to support their manager, which will vary according to the sector and to the manager’s remit, eg completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research.

Front Desk Tasks

• Receive and greet visitors in a professional manner and notify the relevant employee and provide them with first assistance.
• Monitor and authorize entrance and departure of employees, visitors, and other persons.
• Call police or fire departments in cases of emergency, such as fire or presence of unauthorized persons
• Receive and sort mail and deliveries.
• Ensure that the reception area is kept neat and tidy, so as to maintain a good image of the organization.
• Handle and transfer all incoming calls, ensuring that calls are answered effectively.
• Perform other reception duties such as filing and photocopying.
• Update World Vision staff directory on a monthly basis in coordination with P&C department.
• Prevents losses and damage by reporting irregularities; informing violators of policy and procedures; restraining trespassers.
• Secure all exits, doors and windows after end of operations
• Check surveillance cameras periodically to identify distractions or unlawful acts.
• Investigate people for suspicious activity or possessions.
• Respond to alarms by investigating and assessing the situation.
• Provide assistance to people in need

General office duties

• Responsible of office security and actively contribute to a positive security culture in and around the office.
• Abide by the security policies and procedures and report any incidents or breaches to line manager and / or security coordinator.
• Maintains organization’s stability and reputation by complying with legal requirements.
• Contributes to team effort by accomplishing related results as needed.
• Perform other duties as assigned by the Line Manager

Perform other duties as required

• Prepare outgoing mail for pick-up or courier.
• Organize courier deliveries.
• Update the tracking sheet.
• Other duties as assigned by the supervisor.

Required Professional Experience

1 year experience in a similar position in the commercial or humanitarian sector.

Required Education, training, license, registration, and certification

Diploma in business administration or similar field.

Preferred Knowledge and Qualification

Admin and Supply chain

Language Requirements

Turkish and Arabic: Advanced

English: intermediate