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 Description:
Job Purpose:
Reporting to Program Support Director, the Support Services Coordinator supervises the day-to-day Supply Chain Management and Logistics, Administrative, Information Technology and Security operations of the department and staff in Turkiye across the Syria response mission. Play a key role in hiring, training, and evaluating employees in the department, taking corrective actions when necessary. Initiates development, review, and improvement of Supply Chain Management and Logistics, Administrative, Information Technology and Security systems (SOPs), policies, and procedures in order to ensure an effective and efficient administration for the Syrian response in Turkiye. Further, closely work and support WVSRO Program Support Director in ensuring proper Risk Management specifically focusing on Turkiye, in accordance with WVI Policies.
Provide overall Management to ensure high standard of oversight, planning, developing and implementation of the Program Support function with smooth provision of required support in line with WVI standards and operational principles of collegial and customer-focused approach.
Major Responsibilities:
Administration duties:
- Serve as the Turkiye point of contact for offices maintenance, mailing, supplies equipment, bills, errands and shopping.
- Ensure the smooth and adequate flow of administrative information within Turkiye in order to facilitate other business operations
- Organize, oversee and manage the maintenance of office support services provided by the whole administration department, including housing, maintenance services, health and safety, secretarial and hospitality to visitors.
- Update existing WVI Turkiye Administration policies if necessary.
- Oversee and provide overall management of stationary, furniture and general supplies to ensure needs in the office and meeting efficiently objectives of the department.
- Keep track and conduct regular physical checks of all WVI leased assets including accommodation and offices according to standards and policies
- Prepare and manage a basic annual Admin Master Budget for the Turkiye and advise programs on related administration mitigation costs
- Plan and monitor inventory of office supplies and the purchasing of new material supplies with attention to budgetary constraints across Turkiye and ensure that all office items purchased are correctly invoiced and paid on time
- Plan and coordinate administrative procedures and systems and devise ways to streamline processes across the Turkiye offices
- Coordinate with IT and Logistics on all office equipments and ensure regular servicing and repairs are made as scheduled
- Manage contract and leases tracking tools and price negotiations with office supplies vendors, and service providers
- Oversee facilities services, maintenance activities by vendors, including, renovations, recycling, archiving, cleaning, fumigation, electricians, safety etc services
- Lead and coordinate all in-house or off-site activities, like parties, celebrations and conferences for the Syria response in Turkiye.
- Keep abreast with all organizational administrative changes and business developments regionally or globally and ensure Turkiye Offices adapts
- SCM and Logistics:
- Manage the Turkiye SCM and logistics team by providing coaching, guidance, and support to team members.
- Ensure that team activities are aligned with organizational goals and progress smoothly by organizing team members' leaves.
- Motivate and train the SC and Logistics team to achieve their targets and delegate tasks to them accordingly.
- Conduct bi-annual performance reviews to evaluate the team's progress and identify areas for improvement.
Human Resources Line management:
- Line Manage the SCM, Logistics and administration staff based in Turkiye
- Recruit and train Admin, SCM and Logistics personnel (when needed) and allocate respective responsibilities
- Ensure proper and effective direct report’s performance evaluations are done
- Assist in the onboarding process for both local and international new hires
Networking and external liaison/engagement:
- Ensure effective representation of WV to any external forum related to administration within and between INGOs operating within the Syria response
- Coordinate all relationships with external office services providers such as landlords, technicians (plumbers, electricians, etc)
Capacity Building and Technical training:
- Actively promote WVI Admin policy and standards through orientation programs in coordination with other departments.
- Monitor compliance with WVI Administration, SCM and Logistics training requirements.
- Organize periodic fire drill, earthquake drill to staff.
- Provide thematic Admin and SCM briefings/ trainings to field Staff as required.
- Liaise with Partner NGOs in Turkiye, in order to ensure Organizational Capacity Assessment (OCA) and Organizational Capacity Development (OCB) support.
- Organize and lead on providing coaching, training and guidance to all administration, SCM and Logistics staff in order to ensure maximum efficiency in the department.
Reporting and Documentation:
- All relevant documents are compiled on One Drive Admin Folder.
- Ensure all international travel to and from Turkiye is captured on ISOS Travel Tracker system.
- Provide admin briefings to new staff, visitors, consultants and contractors and assist in preparation and implementation of program visit itineraries
- Generate and provide line manager a monthly report covering admin operations of the Turkiye response
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:
- Experience in policies/procedures in regards to Admin Department.
- Knowledge of office administration
- Knowledge of 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 in Turkiye
Language Requirements:
- Fluency in written and spoken Turkish, English and Arabic.
Applicant Types Accepted:
Local Applicants Only
Female candidates are strongly encouraged to apply
How to apply
If you meet our requirements, please submit your English resume with a cover letter via website, only applications submitted via our website and in English are accepted.
