Business Support Services Manager

World Vision Malawi

World Vision is a Christian relief, development and advocacy organization dedicated to working with children, families and communities to overcome poverty and injustice. It is an international partnership of Christians whose mission is to follow our Lord and Savior Jesus Christ in working with the poor and oppressed to promote human transformation, seek justice and bear witness to the good news of the Kingdom of God. It is a child focused organization and its goal is sustained wellbeing of (150 million) children within families and communities especially the most vulnerable.

As a Child focused organization, World Vision is committed to the protection of children and does not employ staff whose background is not suitable for employment with children. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.

World Vision International in Malawi therefore is currently looking for dedicated professional Christians (all internal staff only) to fill the following vacant positions. If you are passionate about child wellbeing and you are considering a career with a calling, we would love to talk to you.

BUSINESS SUPPORT SERVICES MANAGER (GRADE 16) 1 Position based at the National Office

Purpose of Position
To manage World Vision Malawi Fleet, Facilities and other essential services that provide employees with a safe and comfortable work environment ensuring corporate and regulatory compliance plus the proper operation of all buildings, spaces and outsourced services to create an optimal, safe, and cost-effective environment for employees to efficiently carry out their daily tasks.

Major Responsibilities

Fleet Management

    • Coordinate fleet acquisition, management and disposal in accordance to World Vision Policies.
    • Ensure al World Vision Malawi vehicles are registered and adhere to all RTD requirements and regulations.
    • Ensure efficient utilization of Management of WV assets including Motor Vehicles and Motor Cycles.
    • Coordinate the proper custody and utilization of all World Vision Malawi fleet including motorbike, generators etc.
    • Ensure compliance with government regulations on Vehicle maintenance, operation, certification and disposal.
    • Ensure compliance with World Vision Malawi policies on fleet maintenance, operation, certification and disposal.
    • Conduct business process reviews to identify any potential threats for mitigation.
    • Coordinate capacity building for drivers, riders, machine operators etc for competence and safety.
    • Review allocation and utilization of the fleet to ensure costs are minimized for efficiency.
    • Conduct monthly fuel efficiency per vehicle to determine any variances and identify gaps.
    • Conduct monthly vehicle monitoring to determine vehicle compliance with World Vision polices in relation to travelling times, speed, capacity etc and institute requisite risk mitigation measures.
    • Assist in the preparation of budgets by providing cost estimates related to fleet including travel, maintenance, transportation etc.
    • Keep abreast of rules and regulations issued by Transport Authorities pertaining to vehicle maintenance, certification, and disposal and ensuring WVM adheres to the same.
    • Ensure WVM fleet policy and assets, stores and documents disposal policies are adhered to. Ensure that the policies are updated to reflect the current market and business trends.
    • Coordinate staff facilitation and transport.
    • Ensure that all staff, guest relations, donors are facilitated eftectively.
    • Ensure that WVM Fleet is operated safely and efficiently as per fleet policy.
    • Coordinate capacity building for Drivers (training on defensive driving, fleet safety, vehicle maintenance, passenger handling).
    • Ensure timely servicing and repairs of WVM fleet.
    • Ensure timely procurement of fleet insurance services ensuring cost efficiency and value for money.
    • Ensure all fleet incidences are reported timely in accordance to WVM Policies and regulations and all incidences are investigated timely for closure.
    • In Liaison with the insurance company/ Brokers ensure that any vehicle involved in an accident is promptly attended to and the relevant authorities notified and incident reported promptly in
      accordance with the W/VM Policies.
    • Coordinate staff transport facilitation ensuring trips are well planned to leverage on pooled transport.

Facilities Management & General Office Administration

    • Ensure all World Vision staff have a safe and optimal work environment and support the field offices to ensure the same.
    • Continuously review office space utilization to ensure optimum allocation and that all staff have sufficient work space.
    • Co-ordinate all aspects of operations such as maintenance and servicing and installations of the alternative power supply, water, electrical networks, fire alarms systems and safety equipment.
    • Co-ordinate all aspects of operations such as maintenance and servicing and installations of the alternative power supply, water, electrical networks, fire alarms systems and safety equipment
    • Ensure all repairs and Maintenance of the building and all the surrounding areas are carried out as appropriate.
    • Ensure daily functioning of office and housing facilities including repairs and minor renovations.
    • Ensure timely preparation of budgets and payment of utility bills.
    • Ensure WWM events happening are well-coordinated and procurements and event protocols are in line with World Vision Policies is in adherence to.
    • Ensure timely provision of hospitality and housing requirement for expatriate (international staff) and coordinate acquisition, maintenance and up keep of expatriate housing.
    • Ensure WVM is in compliance with County government by-laws by acquiring permits and making payment for necessary licenses.
    • Ensure that WVM Ngerenge complex is safe for occupation as per requirements and other regulations and support the field office sites to implement the same.
    • Support the National Office to ensure compliance of the government requirements including, registration of work places, renewal of license, annual audits, Risk assessments, implementation of audit recommendations, reporting and investigations of accidents and incidents and awareness creating awareness to staff on occupational Health and Safety, fire and safety trainings, First aid training among other trainings for improved culture of occupational health and safety.
    • Coordinate for provision of daily operational services including, courier, mail distribution, kitchen supplies, first aid supplies etc
    • Provide overall maintenance of World Vision Facilities.
    • Prepare monthly administration reports noting any areas of concern for risk mitigation.
    • Ensure effective utilization of WVM asses in a most cost-elective manner.
    • Ensure proper custody of WVM assets.
    • Outsourced Services Management
    • Facilitate custody and monitoring of contracts between WV/M and outsourced services and facilitate renewals.
    • Manage the performance of contracts by Outsourced service providers for office and facilities maintenance ensuring that World Vision gets value for money.
    • Oversee smooth operation of the, Security, Catering, Cleaning and Staff wellness services within WVM Complex.
    • Manage the performance of contracts by contracted service providers for office and facilities maintenance ensuring service provided to World Vision are satisfactory and as spelt out in the
      Service Level Agreement.

Team Management

    • Model a high standard of personal Christen leadership, ministry and integrity through lifestyle and work relationships that support spiritual development of the team.
    • In close collaboration with P&C, ensure right program staff are recruited, retained, and provided with intentional opportunities, mentoring and coaching for development.
    • Assess and plan for staff capacities/competencies.
    • Engage appropriate SMEs for identified training gaps
    • Facilitate capacity building of staff on technical modules, through trainings, workshops, technical backstopping etc.
    • Staff supervision and guidance to ensure overall quality and comprehensive management of technical program.
    • Provide technical support and Matrix supervision to all staff implementing the TP in the field ensuring quality of work is sustained.

Other

    • Perform any other duty as may be assigned by supervisor or designee from time to time.
    • Participate and contribute in committees and task forces as may be required.

Minimum education, training and experience requirements to qualify for the position:

    • A Bachelor’s degree in Business Administration. Social Science or related field from a recognized university.
    • Post Graduate training in Fleet management and/or facilities management (an added advantage).
    • Minimum of 8 years work experience in administration and fleet management in a busy organization, with at least 4 years’ experience in a managerial position.
    • Track record demonstrating high integrity, reliable and dependable.
    • Excellent communication skills
    • Networking and influencing skils
    • Ability to work with minimal supervision.
    • Fluency in English
    • Experience in supervision skills, including training, mentoring and supporting staff.
    • Excellent written and verbal communication skills, including report-writing and formal communication skills.
    • Excellent computer skills, including proficiency in MS Office and Lotus Notes (or another main email system such as Microsoft Outlook).
    • Strong negotiation skills
    • Cross-cultural sensitivity, flexible worldview, and ability to work with a wide range of people from different backgrounds.
    • Emotional and spiritual maturity and ability to lead a team of professionals.
    • Working experience with Fleet Forums Business oriented mindset.
    • Track record demonstrating high integrity, reliable and dependable.
    • Excellent communication skills
    • Networking and influencing skills
    • Ability to work with minimal supervision

Technical Skills & Abilities:

    • Fluency in English
    • Experience in supervision skills, including training, mentoring and supporting staff.
    • Excellent written and verbal communication skills, including report-writing and formal communication skills.
    • Excellent compuler skills, including proficiency in MS Office suite.
    • Strong negotiation skills.
    • Cross-cultural sensitivity, flexible worldview, and ability to work with a wide range of people from different backgrounds.
    • Emotional and spiritual maturity and ability to lead a team of professionals,
    • Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

All interested applicants should send a cover letter with a detailed Curriculum Vitae with three traceable referees to: wvm_humanresources@wvi.org not later than 6th May 2023. Only short listed candidates will be acknowledged.

Disclaimer
World Vision Malawi does not use agents, nor solicit any form of payments for any application, training, interviewing, testing or any fees in connection with this recruitment. Report any acts of solicitation for
payment and/or extortion to World Vision Malawi on the following; Tip offs Toll Free Line 847; inform_worldvision_malaw@wvi.org