Title:                                      Admin Assistant
Div/Dept:                            Country Management
Location:                              Colombo, Sri Lanka
Reports to:                          Admin Officer
ABOUT US          
ChildFund International is committed to a workplace culture that promotes diversity, equity, and inclusion in all its forms.  Furthermore, ChildFund International is committed to ensuring a workplace that safeguards and protects all children, including preventing their sexual exploitation and abuse, as well as preventing the sexual exploitation and abuse of its staff, partners, and program participants.

DUTIES/RESPONSIBILITIES

Office facility management

• Ensures timely administration of facility and maintenance issues, issues of general repair – heating and air conditioning, security, cleaning and painting, etc.
• Responsible for administration of security and janitorial services and staff; ensures adequate security systems/process are in place and reviews them periodically; ensures that the security staff are managed effectively; provides the guidelines for monitoring the security of the premises.
• Ensuring cleanliness and upkeep of the office. Maintain hygiene and kitchen supplies (sundries) inventory and distribution, by supervising office aids.

Fleet management

• Ensure necessary transport requirements of staff including sponsors / visitors are arranged and met. Coordinate internally in scheduling the travel arrangements.
• Manage and coordinate maintenance, overseeing all health and safety checks, timely renewal of revenue licenses and vehicle insurance, including motor bikes.

Logistics management of visitors and meetings

• Support Supervisor on Management of logistic for meetings and events /workshops/trainings.
• Support in visitor arrangements, logistics and in-country meetings of visitors.
• Be In-charge of the front desk- such as managing incoming and out-going calls, courier, mailing and guest relations.

Procurement of office supplies and minor items

• Support Supervisor of procurement functions such as the tender process, procurements for grants, supplier relationships and contract management for goods and services with the support and oversight through the Supervisor.
• Ensure purchases are properly approved in line with ChildFund’s published authority levels and purchases meets Standard Operating Procedures
• Responsible for procurement of office supplies, equipment and other goods/services as required.
• Manage and control the stocks, maintain records on consumables in the stores and replenishment of the store.

Any other support assigned by the supervisor.

• Support Supervisor to manage the petty cash account(s) –collect completed petty cash request forms, verify signatures and receipts, and disburse cash if approved in accordance with established petty cash management procedures. Verify and reconcile Petty cash vouchers.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Application Last Date: 30^th July 2021

 Note: Only shortlisted applicants will be contacted.
ChildFund is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.