Management of Front Desk Service 

• Greeting and welcoming guests: As soon as they arrive at the office, direct visitors to the appropriate person and office.
• Handling phone calls: Answer, screen, and forward incoming phone calls.
• Maintaining reception area: Ensure the reception area is tidy and presentable, with all necessary stationery and material
• Providing information: Provide basic and accurate information in-person and via phone/email.
• Managing mail/deliveries: Receive, sort, and distribute daily mail/deliveries.

Visitors Management 

• Provide information on team house availability, fee, and SoPs for visitors staying in a team house 
• Reserve accommodation for the incoming guests in a Team House or WV Sudan preferred hotels
• Send confirmation of all bookings either in Team house or Hotel (hotel name, telephone number, contact person, cost/night etc) 
• Arrange ground transportation for visitors and international guests. 

Air and Ground Travel Management

• Liaise between HO Administration and Zonal staff for air ticket requirements.   
• Raise PR for air tickets on behalf of the Zonal staff and follow-up through to have the ticket. 
• Make ground transport arrangement on behalf of the Zonal staff  

Meeting Service Management:

• Book meeting venues both hotels and in house conference rooms
• Closely work with host department and take the lead in arrangement of meeting hall, refreshment, lunch and any communication with the hotel/in house cafeteria
• Make sure the hotels delivered the service based on agreement
• Organize receptions and reserve conference halls, restaurants, lunch and dinner tables as needed. 
• Facilitate catering and meeting facility (chair, table, tent etc.) rental when needed
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Office and Team House Supplies Management 

• Raise PR through Provision for Office and Team House supplies and ensure regular replenishment 
• Make a distribution plan on daily, weekly and monthly basis to have a clean tracking system, effective and efficient services delivery.
• Make sure water supply and power back-up is running smoothly

Cleaning Service Management 

• Ensure a proper maintenance and supply water and electricity to office, team house and maintain a tidy environment that meets accommodation standard

• Ensure control over equipment in WV premises. Supervise the work of the cleaners and ensure the cleanness of all World Vision premises and make an earlier plan to have enough cleaning materials /tools at all times. Work closely with the cleaners and understand their demands and guide them towards a better work performance           

Asset Management 

• Record fixed asset in the system for existing and new fixed assets including asset identification, location identification, physical count, and departmental equipment custodians. 
•  Support in periodical and annual fixed assets physical inventories. 
• Support in data collecting and encoding of annual REAM update.
• Support in disposal process in giving accurate fixed asset report from the system and records are updated regularly. 
• Ensure all donated and sold items are disposed form the system 

Payment process and documentation 

• Process timely settlement of air ticket, hotels, meeting venues, and other related bills.  
• Make ongoing reconciliation of hotel related bills with vendors and Finance 
• Make ongoing reconciliation of fuel, water, office and team house supplies vendors and finance 
• Maintain updated list of internets, fixed line telephone, mobile, services 
• Process utility bills and make sure costs are distributed to all grants
• Documentation of incoming and outgoing letters, bills and other relevant materials 
• Document all contractual agreements, transaction documents and 
• Maintain records of generator logbook and fuel management
• Produce monthly MMR and submit to supervisor