Administration Coordinator

With 75 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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Administrative Support and Office Management ·

• Provide day-to-day administrative support to the project team. ·
• Manage project office operations, ensuring an organized, functional, and professional working environment.
• Maintain an efficient filing system (physical and electronic) for project documents. ·
• Prepare, type, and distribute official correspondence, memos, and reports. · Ensure confidentiality and proper handling of sensitive project information. · Manage office supplies, ensuring availability of necessary materials.
• Perform any other duties relevant to the role as assigned by the supervisor.

Financial and Procurement Support

• Support the Project team in tracking administrative-related project expenses. · Prepare payment requests, purchase requisitions, and other administrative finance documents. ·
• Liaise with Finance and Procurement teams to ensure timely processing of requests. ·
• Maintain records of invoices, receipts, and other financial documentation. · Support budget tracking for administrative and operational costs

Meeting and Coordination Support

• Coordinate and schedule internal and external project meetings. ·
• Prepare meeting agendas, invitations, and relevant documentation. ·
• Take and circulate meeting minutes in a timely manner. ·
• Follow up on action points from meetings and provide updates to the Project team. ·
• Coordinate communication between project staff, partners, and stakeholders.

Logistics and Travel Coordination

• Arrange and coordinate travel plans for project staff and partners, including transport and accommodation where applicable. ·
• Support planning and logistics for field visits, workshops, trainings, and stakeholder meetings. ·
• Ensure all logistical arrangements comply with organizational policies. · Maintain records of travel plans, approvals and related documentation.

Documentation and Reporting

• Maintain accurate records of project activities, meetings, and administrative transactions. ·
• Support the preparation of progress reports by providing administrative inputs and documentation. ·
• Compile and organize data and documents required for audits or reviews. · Ensure all project documents are properly archived and accessible

Stakeholder and Partner Engagement

• Serve as a key administrative contact point for Government officials, partners, and beneficiaries. ·
• Facilitate communication between the project and external stakeholders. · Support coordination of partner engagements, trainings, and workshops. · Ensure professional and respectful communication at all times.
• Provide additional administrative support as requested by the project team and other staff members.
• Support team collaboration and knowledge sharing.
• Participate in project planning and review meetings.
• Responsiveness to project team and partner needs.

Compliance and Risk Management

• Ensure all administrative processes comply with organizational policies and donor requirements.
• Support adherence to safeguarding, data protection, and ethical standards. · Identify and report any administrative or operational risks to the Project Manager.
• Ensure proper use and maintenance of project assets and equipment.

KNOWLEDGE, SKILLS AND ABILITIES

1. Bachelor’s Degree in Administration, Business Management, Project Management, or related field.
2. At least 2–3 years of experience in project administration, office management, or a similar role.
3. Experience working with NGOs, development projects, or donor-funded programs is an added advantage.
4. Experience in working independently with discretion, tact, patience and diplomacy.
5. Good interpersonal skills
6. Good planning and organizational skills
7. Tact and diplomacy in dealing with staff – related to work environment needs
8. Ability to maintain effective working relationships with all levels of staff and public
9. Demonstrated leadership and team building
10. Committed to WVI values
11. Experience in solving complex issues through analysis, definition of a clear way forward and

NOTE* This position is up to 30th September, 2026 with possibility of renewal based on donor funding.

Note that persons with disability are encouraged to apply

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