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.

International Visitors Management 

• Liaise with Government Relations and Protocol Coordinator facilitates IAs and visitors Visa 
• Send guest briefer and security briefer and make sure it is updated regularly and send for each incoming guests
• 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 airport pickup and drop off for international guests.  And follow-up to make sure airport pick-up/drop off is done on time. 

Travel Management

• Liaise between WV Sudan and contracted travel agency to guide communications and operations. 
• Make travel reservation and ticket in liaison with travel agent or other airline as appropriate for staff.
• Make local travel arrangement in Liaison with Fleet and Logistics Officer for staffs based in Port Sudan. 
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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

Asset Management 

• Maintain fixed asset management system for existing and new fixed assets including asset identification, location identification, physical count, and departmental equipment custodians. 
• Conduct periodical and annual fixed assets physical inventories. 
• Ensure all property have insurance coverage and update the GC roster annually. Register, verify, review and confirm annual global insurance survey in collaboration with Field Admin and logistics officers
• Ensure that all rented offices and stores lease agreements are renewed, and upload in REAM on time. 
• 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 

• Ensure timely settlement of air ticket, hotels, meeting venues, and other related bills.  
• Ensure ongoing reconciliation of hotel related bills with vendors and Finance 
• Ensure ongoing reconciliation of fuel, water, office and team house supplies vendors and finance 
• Maintain staff list with telephone number, make sure it is updated regularly 
• Maintain updated list of internets, fixed line telephone, mobile, etc services 
• Process DHL transactions and main documents 
• 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

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           

• Knowledge of property and fixed asset management principles, disposal procedures, contract management
• Knowledge of Guest relations, event coordination, visa processing, hotel reservation
• Excellent communication skill, email correspondence clear and brief
• Excellent English language skills and excellent interpersonal skills 
• Excellent team building skills
• Flexible, efficient and cooperative
• Commitment to WVI’s aims, values and principles
• Computer skill (EXCEL) is essential 
• Honest and trustworthy
• Demonstrate sound work ethics
• Minimum 3 years of work experience preferably holding similar position
• B.A in Management, Business Administration, or related fields.