admin- Logistics specialist (central receiver & fixed asset records mgtWorld Vision International

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!
Key Responsibilities:
Purpose :
This position is responsible for facilitating assigned administration and logistics services tasks within the parameters of World Vision policies, systems, values, and internal controls. The position holder will be mainly in charge of ensuring the correct and timely receiving and recording of delivered goods at the Quezon City Office including supporting the field staff system receiving process when needed. This position will also be responsible for the fixed asset register database and will ensure compliance to related guidelines and processes as part of the team's mandate of ensuring stewardship of the resources that have been entrusted to us. While these are the major responsibilities of this position, as part of the Supply Chain & Admin Department, the position holder is expected to render other administration and logistics support to the team as assigned specially during Emergency Response in support of the goals and objectives of the team to be agile and responsive to the changing needs and requirements of WVDF.
Major Responsibilities:
A. Central Receiving
1. Ensures the timely and accurate receiving and recording of receipts in the system and endorsement of documents as per process to ensure timely payment to the supplier. Work closely with other admin staff to ensure all deliveries are fully accounted for.
a. Prepares the receiving plan for all scheduled deliveries that include space, manpower, and coordination with stakeholders.
i. Physical Receiving - Receives delivery from suppliers and reconciles with Purchase Order for purchased goods, works, and or services or with the list provided by the AP or RD for donated goods. Inspect the quality and quantity of goods and services according to the specifications and stipulations of the purchase order (PO), contract or list provided.
ii. System Receiving - Receives and uploads the correct and required documents in the system to record the actual receipt of goods, works, and or services.
b. Coordinates the physical or online handover of supplier's invoice to procurement to support timely payment to suppliers.
2. Records receipt of deliveries received at the Field/Cluster/Area Progam when needed.
B.Fixed Asset Records Management
1. Facilitates the recording of purchased and donated assets in the Fixed Asset Register database and ensures the timely update of fixed asset movement that could be a result of new staff arrival, resignation, transfer of accountabilities, and the like. This includes ensuring resigning staff are clear from fixed asset accountabilities.
2. Process the sale of fixed assets for disposal and submit disposal report to National Office Finance and Accounting Team.
3. Conducts annual fixed asset physical inventory for the Quezon City Office. Monitors assets for disposal based on records and provides reports to the Supervisor on the status/condition of those assets. Generates fixed asset register report for analysis, reporting, and monitoring.
4. Maintains an updated and accurate record and files that include but is not limited to: Asset Issuance Form, Asset Return Slip, Annual Insurance Survey Summary Report, Fixed Asset Inventory Report, Updated Individual Property Accountability Report (IPAR), Facilitates the preparation and gathering of data and accurate encoding of WVDF Fixed Assets for the Global Annual Asset Verification process.
5. Closely work with ICT Systems Specialist on the fixed asset register maintenance and improvement.
C.Office Supplies Management - Maintain adequate stock of supplies and facilitate timely issuance to requesting teams.
1. Order, receive and store supplies properly in the supplies stockroom. Clean, organize and secure the supplies room.
2. Releases and records incoming and outgoing supplies using the supplies database.
3. Conducts regular inventory as a basis for stock replenishment.
4. Generates monthly supplies consumption report from the supplies system and submit to Finance for the timely allocation of charges to the department.
D. Individual Performance Management
1. Sets and defines periodical or annual performance accountability and deliverables under the supervision of an immediate supervisor.
2. Submits monthly reportorial requirements to immediate supervisor.
3. Participate in the review and update of central receiving and fixed asset process improvement
4. Models biblical ethics, Christian values, and beliefs in action and lifestyles while in and out of duty.
4. Demonstrates an understanding of and commitment to World Vision's Core Values in the approach to work and relationships.
Applicant Types Accepted: Local Applicants Only
World Vision International

Quezon City, Metro Manila
Permanent
Full-time