Administrative associateWorld 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 of the position:
This position is responsible in managing the office reception operations that includes receiving incoming courier & mails management, incoming telephone calls from external clients, partners, and the public, coordinates with the appropriate government agency or institution in case of emergency at the office, attends to guests and visitors, with hospitality, respect and proper courtesy. This position shall also ensure the timely processing of admin suppliers' invoices for payment, facilitating WVDF offices internet application, renewal, adjustments and or contract termination, and timely compliance to government permits and certificates for the office building and meeting room management. It is expected that this position will have an understanding of all the administrative unit's processes to be able to provide backup support to the team when called for.
Major responsibilities:
Receives and records incoming courier/mails and billings; and coordinates with assigned personnel for sorting and distribution to department mailboxes and teams reporting regularly at the office.
Sends thru email the record of mails/parcels received to concerned staff daily.
Facilitates timely processing of admin suppliers invoices for payment, ensures adherence to standard processes and safekeeping of original documents to be forwarded to Finance.
Ensures the cleanliness and orderliness of the office reception area.
Maintains and updates the list of the office telephone numbers, internet account, and emergency numbers (police, fire department, hospital, etc.) and coordinates any emergency or any health, safety, and security concerns.
Alert staff on emergencies, if necessary.
Receives incoming telephone calls and queries from external clients, partners, and the public and communicates and transfers these calls to the proper person by the protocols set forth by the organization.
Answer caller's questions accurately and with confidence. Coordinates with Network Administrator for any technical problems about telephone facility.
Ensure that meeting rooms are well-maintained and readily available for use if needed.
Closely coordinate with housekeeping personnel for meeting room set-up. Facilitates and monitors new application, upgrade, termination, downgrading of Network Providers (PLDT, Globe & other networks) in coordination with ICT Support staff.
Support to National Director's Office - facilitates the scanning of contracts, other official documents, and identified mails received at the office and the printing of documents on behalf of the NDO and coordinates sending of the hardcopy to the National Director and its office stakeholders.
Facilitates the timely processing of the office business permit and building-related certificates renewal.
Facilitates the filing of purchase request for facility related supplies and provide support to facility associate as needed.
Establish and manage individual performance commitments and development plans based on agreements and reviews with supervisor.
Timely submission of monthly reportorial and administrative requirements to supervisor.
Performs other necessary tasks as assigned that includes providing backup support to the team if a colleague is on leave and being available on weekends especially during emergency response operations.
Models biblical ethics, Christian values, and beliefs in action and lifestyles while in and out of duty. Demonstrate an understanding of and commitment to World Vision's Core Values in the approach to work and relationships.
Requirements:
Bachelor Degree in Business Administration or any related field;
Knowledgeable with modern office methods and equipment; operation of personal computer; software programs including word processing, spreadsheet tools, presentation documents and use of procurement software.
At least two (2) years' experience in office administration such as customer service and front desk operation.
Experience in working with suppliers and in processing suppliers billing for payment ;
Applicant Types Accepted: Local Applicants Only
World Vision International

Quezon City, Metro Manila
Permanent
Full-time