Administration Officer – Consultant

With over 70 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 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Job Purpose:

Provide overall Management of Turkiye Administrative Functions in order to ensure high standard of administrative service, oversight, planning, developing and implementation of the administration function with smooth provision of required support to WVI in Turkiye and NWS Programs in line with WVI standards and operational principles. The position requires an appropriately collegial and customer focused approach.

Major Responsibilities:

Administration duties:

• Provide support to the relevant stakeholders in administrative tasks, including follow up and organizing of meetings and maintaining the agenda with reminders in collaboration with the line manager
• Provide support and facilitate the team building activities as requested in collaboration with the line manager
• Follow up on maintenance requirement for office and team houses/apartments.
• Prepare all the necessary PRFs / Payment requests for the Support Services.
• Prepare and following up contracts/payments in regards of the maintenance of administrative systems for the safe and efficient functioning of the office.
• Ensure implementation of internal administrative policies and procedures.
• Trouble shoot Administration and health and safety problems, red flag potentially serious problems, informing immediately the higher-level managers.
• Supervise the process of maintaining administrative records and files;
• Ensure smooth communication and liaise with travel agent for all staff international travel when administrative support is needed.
• Ensure hotel bookings as per LTA in adequate and timely manner and also, communicate with users on bookings and reservations.
• Ensure that Visas for international staff/visitors and/or work Permit processes are implemented, tracked and followed up appropriately through WV migration consultant.
• Responsible for organizing events (conferences, trainings, retreats).
• Provide support to program staff in organizing trainings if required.
• Manage office services, international staff housing, building services, communications phone and hospitality to visitors.
• Communicate to P&C when international staff is moving to new houses
• to ensure, deductions in international payroll are done in timely manner.
• Manage real estate agent/property owners (and in collaboration with the supply chain unit), ensure the offices and team houses are in compliance with health and safety standards, secure, operational and fully stocked
• as appropriate and functioning smoothly.
• Prepare monthly update reports for Admin. Department Focal Point for Real Estate Management system.
• Assist in the annual Administration Department budget preparation.
• Manage the cleaning staff and the admin. team.
• Carry out regular customer satisfaction survey and ensure the feedback and recommendations are taken into consideration so as to achieve the excellence in admin. Services.
• Attending meetings with the local Authorities when needed.
• Perform any other relevant duties as required by the Line Manager.
• He/she to reach out to his direct line manager for any decision to be made.

Visitor Management

• Ensure smooth communication and visitor management protocols for any arrivals in Turkiye. This will be including the welcome package with contact list, visitors/security information and/or any relevant information.
• Reconciliation of invoices from travel tickets and statement. As well as preparation of payments.
• Provide visitors with proper email briefing prior to their arrival in Turkiye and admin. orientation upon their arrival (including: airport pickup and drop off, lodging, sim cards, office cards, etc.)
• Liaise with security for high profile visits or visits that occur during to ensure high standards in Admin. support.

Staff Management:

• Provide adequate support to individuals in the team, setting up goals, measuring performance, developing capacity and recognizing results.
• Provide line management and support to Admin Team when required

Required Professional Experience:

2-4 years administrative experience (Preferred)

Required Education, training, license, registration, and certification:

University/college degree recognized in Higher Education or equivalent is regarded.

Preferred Knowledge and Qualifications

• Fluency in written and spoken English, Arabic
• Experience in policies/procedures in regards to Admin Department.
• Knowledge of office administration
• Knowledge of basic procurement and communication with service providers
• Computer aptitude and experience with word processors
• Self-disciplined with good time management skills
• Analytical aptitude and attention to details
• Cross-cultural sensitivity, adaptability and flexibility
• Good interpersonal and negotiation skills; team player
• Honesty and commitment to World Vision principles
• Exhibit spiritual maturity, integrity and a dynamic personal sense of life calling.
• Influence staff towards a shared World Vision mission.
• Admonish staff when correction is required.
• Customer Service oriented skills

Travel and/or Work Environment Requirement:

Minimum Travel within WV offices

Language Requirements:

English and Turkish