Administration Officer

About the role

World Vision is looking for an Administration Officer to support its Country Program Office in Port Vila. The role covers travel and accommodation arrangements, facilities management, front office duties, central receiver work and information management, and is open to local applicants only.

Key responsibilities

• Travel and accommodation (about 30%): book and rebook flights and hotels, manage traveler records, give visa and insurance information, reconcile travel expenses and send the monthly travel summary.
• Facilities management (about 5%): raise monthly purchase orders for utilities, manage the office key register, report incidents and keep the office clean and safe.
• Front office and hosting (about 25%): answer calls, greet visitors, sign them in, check deliveries, support internal catering and meeting room bookings, and keep stationery stocked.
• Central receiver (about 25%): receive goods for CPO requesters, check quantities against purchase orders, confirm goods received notes and report irregularities.
• Information management (about 15%): keep the P&L shared filing up to date and send the monthly report on time.
• Other: complete annual safeguarding and conflict of interest forms, arrange cover for reception and travel bookings during absence, and be available to deploy in emergency responses.

Required profile

• At least two years' office administration or reception experience.
• Grade 10 certificate, or a certificate in administration or a relevant field.
• Willingness to complete first aid and fire safety training within three months of starting.
• Able to communicate effectively in English and Bislama.
• Able to carry out roof, shutter and building checks safely, and to lift light office items and stock.

Required skills

• Good computer skills in Microsoft Office (Word, Excel and email).
• Attention to detail, including checking documents against purchase orders.
• Ability to handle confidential information and work in a team.
• Preferred: knowledge of NGO operations, experience with Provision or similar purchasing, basic finance knowledge, and knowledge of travel booking and local airline and boat operators.