Admin & Security Coordinator

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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable childrens life stories!

Employee Contract Type:

Local – Fixed Term Employee (Fixed Term)

Job Description:

Admin & Security Coordinator will provide Efficient and effective administrative support to WVI Laos national office. Administrative and Security functions include Office Management, Staff/Guest Logistics support & arrangement (this includes VISA process), Assets Management and Fleet management to ensure efficient and consistent operations as the organization scales.

This position will work with all stakeholders in National Office, Provinces, and AP Offices and to achieve WV Laos FY22-FY26 strategy. This position will report to Support Services Manager in National Office.

MAJOR RESPONSIBILITIES

Office management

• Coordinate and ensure all admin team are able to provide timely & adequate services to National Office staffs/guest/visitors etc.
• Ensure all office facilities are functioning well, including office premises (opening & closing of office every day), Office garden maintenance, training facilities, etc.
• Proactive survey the National Office building regularly and ensure proper maintenance of the office building and its facilities.
• Supervise and coach Administrative Assistants & Drivers on their day-to-day services.
• Supervise office security/guard and cleaning services
• Ensure proper maintenance of the office garden including watering to plants.
• Ensure arrangement of meeting venues, food, and local transportation for NO activity as requested.
• Manage and coordinate with Finance team for maintaining an efficient office occupancy and utilities spending.
• Conduct fire safety / first aid training for all staffs in National Office once in a year.

Office Administration & Logistics

• Oversee Office facilities (including equipment, supplies and meeting facilities) are functioning and in working order.
• Lead and ensure NO administrative team are able to provide adequate service as per basic service platform standard
• Liaise with National Office IT team for IT Equipment and facilities & troubleshooting for smooth functioning
• Coordinate and ensure all admin team are able to provide timely & adequate services to National Office staffs/guest/visitors etc.
• Ensure all office facilities are functioning well, including office premises (opening & closing of office every day), Office garden maintenance, training facilities, etc.
• Proactive survey the National Office building regularly and ensure proper maintenance of the office building and its facilities.
• Ensure arrangement of meeting venues, food, and local transportation for NO activity as requested.
• Manage and coordinate with Finance team for maintaining an efficient office occupancy and utilities spending.

Staff/visitor support

• Liaise with relevant Government ministries for work permit, Stay Permit, Multiple Business VISA or Single Business Entry VISA and other administrative requirement for International staff and visitors.
• Ensure logistics support for local/international visitors & guests that includes accommodation, transport, communication, equipment, facilities etc. for smooth functioning of day to day office operations and successful visits.
• Ensure proper security update is provided to visitors/guests working closely with Support Services Manager during their stay in Laos.
• Draft letters to various Government department in getting appropriate VISA for official visitors to WVI Laos.
• Supervise admin staff for a proper handling of logistics, postage and shipping for WVI Laos.
• Manage tracking of office utilities, telephone, and occupancy costs.

Assets/Inventory Management

• Ensure all WVIL assets are recorded & registered and a proper approval were obtained prior to any movement of transfer or disposal.
• Be custodian of Fixed Assets in WVI Laos.
• Manage and ensure that all assets are assigned numbers and annual assets verification is conducted accordingly.
• Respond to Global annual assets insurance/fleet/vehicle survey for NO locations and coordinate for AP/Project locations.
• Conduct physical assets verification twice in a year in national office and get it certified by Support Services Manager & Finance & Support Services Director
• Liaise with National Office IT team for IT Equipment and facilities & troubleshooting for smooth functioning
• Manage the inventory of stationery and office supplies, ensure the supplies are ordered on a timely basis and are available at all times. Maintain stationary stock records.
• Report immediately for any loss/theft of office assets to Support Services Manager for further action.

Fleet Management

• Manage tracking report of vehicle usage and maintenance each official vehicle.
• Ensure, vehicle log book for all vehicles are submitted to Finance on a monthly basis for charging expenses.
• Ensure vehicle allocation to staff (as per approved plan) for their travel to provinces.
• Ensure availability of vehicle for National Office for staff visiting/attending meetings at Government ministries and INGOs.
• Ensure coverage/ renewal of all vehicle insurance on time. Process for any claim in case of any incident.
• Ensure regular maintenance of all official vehicles. Provide guidance/ training of fleet maintenance to staffs / drivers on a periodic basis.
• All vehicles are listed in assets register/register with clear description of part of any signed MOU or not. Ensure all assets part of MOU signed with Government are handed over at the end of the project period.
• Coordinate with Provincial team for vehicle fuel management. Fuel card systems needs to be monitored and invoice submitted to finance for timely payment.
• Conduct refresher training for drivers on vehicle fleet management and safety.

Oversee Office Security and Risk Management, Liaise with Support Services Manager and Regional Security Director for updating WVI Laos Security Risk rating and assessment

• Ensure the physical safety measure are implemented. I.e. ongoing security, fire extinguishers, cleaning supplies and first aid supplies are accessible at all times.
• Advise security protocols to staffs, visitors, guests in WVI Lao PDR
• Take appropriate security measures to keep office assets, property, staffs, guest, and visitors safe.

Follow up on any latest security assessment/information and alert as appropriate.

Team Management & Capacity Building

• Manage the Admin team (direct) of 5 people (Admin & Translation Officer, Admin Assistant House Keeping, Admin Asst./Drivers and Interns) on individual and team performance.
• Supervise and coach Administrative Assistants & Drivers on their day-to-day services. Assign drivers on duties as per the requests received from staff on travel.
• Provide technical oversight to the Admin team in the province on all Admin related matters that includes office management, travel management, visitor management, fleet management, assets management.
• Identify capacity building need of direct reports, and work with Department Head on their personal development plan and implementation.
• Build capacity of the Admin team to effectively perform their duties and deliver on time.
• Monitor regularly to ensure drivers are following Road safety protocols while driving the car and proper maintenance of the vehicle as per the fleet management standards.
• Ensure the Admin team have adequate resources available to carry out their work.
• Conduct fire safety / first aid training for all staffs in National Office once in a year.

Carry out any additional responsibilities as assigned by Support Services Manager & Finance and Support Services Director

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

Minimum of 3 years work experiences in Administration and/or general support services field. Must have excellent English (writing & speaking) skills. This is key for this position as this requires engagement with Government offices and INGOs with both verbal & written. Must have sound knowledge on Lao language (written & speaking) to coordinate with local language speakers and requirement.

Required Education, training, license, registration and certification

Bachelor degree in Administration Masters in Business Administration (MBA) is a plus

Preferred Knowledge and Qualifications

Excellent communication skills in English & Lao both written & verbal Strong administration skills, People management skills Must have a valid driving license and fleet driving skills for 2/4 wheelers. Proficiency with office technology and equipment, including fax machines, printers, copiers, scanners, and computers etc. Responsive, Flexibility and adaptability. Personal qualities of integrity, credibility, and dedication to World Vision ministry Relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders. An attitude of cooperation and understanding and proactive to respond to any situation that requires attention. Understand WV vision, mission and WV partnership operations with creative and innovative thinking.

Travel and/or Work Environment:

This position requires visit to various related Government offices/Embassy/INGOs Occasionally travel to various provinces where World Vision has its work to provide administration support to the team (15 20% travel to provinces)

Applicant Types Accepted:

Local Applicants Only