Overview
To coordinate and deliver efficient, compliant, and cost-effective administrative, travel, accommodation, and facilities services for World Vision Ghana.
Key Responsibilities
- Identify, source, and manage approved service providers for accommodation, travel, logistics, and administrative services.
- Negotiate, document, and manage annual framework agreements with hotels, airlines, and other relevant vendors.
- Develop, review, and circulate travel and accommodation guidelines.
- Monitor service contracts, track validity periods, and follow up on advance payments and recoveries.
- Prepare and submit monthly administrative and travel reports.
- Maintain up-to-date travel tracking schedules, itineraries, and related documentation.
- Ensure timely, accurate, and consistent communication with travelers, departments, and service providers.
- Represent World Vision Ghana professionally in engagements with hotels, airlines, immigration authorities, and administrative service providers.
- Coordinate communication for visiting staff and guests.
- Deliver or coordinate security briefings and child protection orientation for all visitors.
- Coordinate hotel and venue bookings.
- Liaise with service providers to ensure agreed service standards are delivered.
- Plan and support local and international workshops.
- Arrange local and international travel logistics.
- Prepare and confirm detailed travel itineraries.
- Process visa applications and travel documentation.
- Coordinate immigration documentation.
- Liaise with airlines and appointed travel agents.
- Ensure all immigration and travel-related payments are processed.
- Coordinate and monitor office cleaning services.
- Plan, coordinate, and track minor office maintenance and repairs.
- Liaise with Finance to follow up on timely payment of utilities and office-related bills.
- Ensure office and external meeting venues are properly set up and equipped.
- Monitor office supplies, maintain inventory records, and initiate procurement.
- Coordinate routine maintenance and minor repairs of generators.
- Provide day-to-day supervision of the receptionist and any other assigned staff.
- Conduct performance feedback and input into performance evaluations.
- Identify and support implementation of process improvements.
- Perform other duties as reasonably assigned by the supervisor.
Required Experience
Minimum of three (3) years’ relevant experience in administration, logistics, travel coordination, or facilities management, preferably within an NGO or international organization. Experience supervising staff or coordinating support teams. Knowledge of basic procurement and supply chain processes.
Qualifications
Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related discipline.
