Administration and Travel Coordinator - World Vision

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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 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Job Summary

To coordinate and deliver efficient, compliant, and cost?effective administrative, travel, accommodation, and facilities services for World Vision Ghana. The role ensures effective service provider management, timely travel and immigration coordination, and well?maintained office facilities, in line with World Vision policies, national regulations, and service standards, thereby enabling staff productivity and positive visitor experience.

Key Responsibilities

Partnerships, Guidelines, and Reporting

• Identify, source, and manage approved service providers for accommodation, travel, logistics, and administrative services in line with procurement and partnership policies.
• Negotiate, document, and manage annual framework agreements with hotels, airlines, and other relevant vendors to achieve value for money and service quality.
• Develop, review, and circulate travel and accommodation guidelines to staff and visitors, ensuring consistency and compliance.
• Monitor service contracts, track validity periods, and follow up on advance payments and recoveries in collaboration with Finance.
• Prepare and submit monthly administrative and travel reports, including expenditure trends, vendor performance, and service utilization.
• Maintain up?to?date travel tracking schedules, itineraries, and related documentation.

Communication, Relationships, and Representation

• Ensure timely, accurate, and consistent communication with travelers, departments, and service providers throughout the travel and accommodation lifecycle.
• Represent World Vision Ghana professionally in engagements with hotels, airlines, immigration authorities, and administrative service providers.
• Coordinate communication for visiting staff and guests, including arrival, accommodation, transport, and office access arrangements.
• Deliver or coordinate security briefings and child protection orientation for all visitors, in accordance with World Vision safeguarding standards.

Hotel, Travel, and Logistics Management (Revised)

• Coordinate hotel and venue bookings, including quotation sourcing, requisition processing, and purchase order placement in line with approved rates and budgets.
• Liaise with service providers to ensure agreed service standards are delivered to staff and visitors.
• Plan and support local and international workshops, including venue arrangements, logistics coordination, and timely settlement of associated bills.
• Arrange local and international travel logistics, including e?tickets, accommodation, meals, and ground transportation.
• Prepare and confirm detailed travel itineraries with staff and visitors.

International Travel and Immigration Documentation (Revised)

• Process visa applications and travel documentation for World Vision staff, guests, and support office visitors, ensuring completeness and accuracy.
• Coordinate immigration documentation, including work permits, special passes, residence and dependants’ permits, in compliance with national regulations.
• Liaise with airlines and appointed travel agents to negotiate special fares where applicable and confirm ticket issuance.
• Ensure all immigration and travel?related payments are processed in line with financial and approval procedures.

Office Administration and Facilities Management

• Coordinate and monitor office cleaning services to ensure adherence to agreed schedules and hygiene standards.
• Plan, coordinate, and track minor office maintenance and repairs, escalating major works as required and ensuring cost?effectiveness.
• Liaise with Finance to follow up on timely payment of utilities and office?related bills (water, electricity, telephone, rent).
• Ensure office and external meeting venues are properly set up and equipped with required materials and equipment.
• Monitor office supplies, maintain inventory records, and initiate procurement in line with approved budgets and procedures.
• Coordinate routine maintenance and minor repairs of generators at national and field offices in collaboration with drivers and mechanics.

Supervision, Performance, and Service Improvement

• Provide day?to?day supervision of the receptionist and any other assigned staff.
• Conduct performance feedback and input into performance evaluations in line with P&C guidelines.
• Identify and support implementation of process improvements to enhance service delivery within the Administration function.
• Perform other duties as reasonably assigned by the supervisor.
  
  

Knowledge, Skill and Experience

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related discipline.
• Minimum of three (3) years’ relevant experience in administration, logistics, travel coordination, or facilities management, preferably within an NGO or international organization.
• Strong written and verbal communication skills, with ability to prepare clear technical and administrative reports.
• Proficient computer skills, including Microsoft Office applications.
• Demonstrated knowledge of customer service, administrative systems, and vendor management.
• Ability to coordinate multiple tasks, resolve operational issues, and exercise sound judgement.
• Experience supervising staff or coordinating support teams.
• Ability to work effectively in a multicultural and multinational work environment.
• Knowledge of basic procurement and supply chain processes.
• Willingness and flexibility to work extended hours or weekends when required.

Required Language(s)

• Fluency in written and spoken English required; working knowledge of French is an added advantage
  
  

Preferred Experience, Knowledge And/or Other Qualifications

• Work Environment: Office?based
• Travel: Approximately 15% domestic travel
• On?call availability: Up to 30%, depending on operational needs

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