WWF-World Wide Fund for Nature Armenian Branch
Terms of reference for the “Office Administrator”
Organization: WWF (World Wide Fund for Nature) Armenian Branch
Position title:Office Administrator
Reports to:WWF Armenian Branch Director
Position Location:Yerevan , Armenia
Major Functions:Takes responsibility for the management of the office and provision of administration services.
Under the overall supervision of the Director the Administrator will be responsible for organizing office documentation, coordinating the staff agenda, organizing meetings, drafting minutes, regulating home and foreign calls, correspondence, etc
Major Duties and responsibilities:
ž Uses the guidelines provided in the Procurement Policy provided by WWF Armenian Branch office to maintain an up to date list of approved suppliers for the Office;
ž Co-ordinates and facilitates the procurement requirements of material and technical supplies for the Office;
ž Provides the Accountant (in his/her role as Budget Co-ordinator) with costing information on goods and services for use in project budgeting and forecasting;
ž Develops and manages administrative processes at the WWF Armenia office;
ž Provides assistance to WWF Armenian Branch office staff and visitors in obtaining visas and other travel documents as required, including providing letters of invitation and other information concerning travel to and lodging in Armenia;
ž Supervises the work of in-house cleaners;
ž Takes responsibility for the maintenance of all office equipment;
ž Maintains and updates library of WWF Armenia’s office (conservation manuals, publications, books, etc.);
ž Provide necessary translation from English into Armenian/Russian and vice versa (written and oral) and related logistics, keeps minutes of the meetings;
ž Assists in preparing communications materials;š
ž Ensures the logistics of WWF Armenian Branch office (purchase operations);
ž Deals with and coordinates staff management and related issues;
ž Develops and maintains the office central filing system for Administration documentation.
ž Carries out a periodic control to ensure that the filing system is being properly used, and that documents are being regularly filed;
ž Maintains an archiving policy provided by WWF Armenian Branch based on contractual and legal requirements, in co-ordination with the other services concerned;
ž Ensures that files are regularly transferred from the filing system to the archives and to the WWF Armenian Branch office as requested;
ž Ensures that documents, which it is no longer obligatory to retain, are removed from the archives;
ž Takes responsibility for management of the Office Telecommunications Systems and ensures that these systems are appropriate to the needs of WWF Armenian Branch office;
ž Telecommunication Systems includes all telephone, radio, fax and telex systems in use at the WWF Office in Armenia ;
ž Maintains systems to monitor and control the cost of operating all Communication Systems;
ž Ensures that the office premises and contents are physically guarded against risks of illegal entry, theft, fire, and such other risks as may be determined;
ž Ensures that the office premises and its contents and staff are adequately insured against any risks to which the WWF Armenian Branch office may be exposed or may be required to insure by law;
ž Deals with any claims or other correspondence in regard to the foregoing insurance cover in a timely manner to avoid loss to the CPO;
ž Organises and co-ordinates the bi-annual physical inventory of office property as it is requested by WWF Armenian Branch office;
ž Develops and maintains up-to-date a register of office assets by type in co-ordination with the finance unit (accountant) such that the register serves also for local accounting purposes and for insurance purposes.
ž Performs other related duties as assigned.
REQUIRED QUALIFICATIONS
- Higher education;
- Excellent knowledge of English, Armenian and Russian languages;
- Computer literate (MS Office - Word, Excel, Power Point, Access/ and WWW navigation skills and Outlook)
- Proficiency in design and publishing software such as Photoshop, Corel Draw is preferred;
- Good management skills;
- Flexibility and ability to work under pressure;
- Well-organized and result-oriented personality;
- Good analytical and communication skills;
- Excellent writing skills;
- Previous professional experience (at least 2 years) as an administrative assistant or administrator is required;
- Strong interest in the filed of nature conservation.
Contract and Conditions:
Full time
The initial contract will be issued for one year with three months probation period and regular annual performance reviews.
APPLICATION PROCEDURES: To apply, please submit your CV (with photo) and cover letter to 7 Ler Kamsar Str. Yerevan 0079, Armenia, tel. (37410) 26 04 24 or email to
[email protected] No phone calls, please. Only short listed candidates will be contacted. While sending email, please indicate in the subject line – “Administrator Vacancy.”
OPENING DATE: 26 December 2006
CLOSING DATE: 15 January 2007
ABOUT ORGANIZATION: WWF (World Wide Fund for Nature): Global environmental conservation organization was established in 1961. WWF operates in more than 100 countries worldwide and employs almost 4,000 people across the planet. WWF’s mission is to stop the degradation of the planet’s natural environment and to build a future in which humans live in harmony with nature. The six priorities of WWF global conservation are oceans and coasts, forests, endangered species, fresh water, climate change, and toxics. WWF started to run its operations in the Caucasus in 1993 by opening the Caucasus Programme Office in Tbilisi , Georgia . WWF Caucasus Programme Office has started being active in Armenia since 2001. To learn more go to
www.panda.org/caucasus and
www.panda.org web sites.
Office Administrator - World Wide Fund for Nature Armenian Branch
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