Explorer

Office & Events Coordinator

Description

Missions :

Procurement and Events Coordination:

Coordinate procurement processes from request submission through supplier selection, delivery, and documentation, in line with WL procurement procedures.
Support staff in preparing procurement requests and required documentation.
Maintain an accurate and up-to-date supplier database.
Ensure the Preferred Vendors List is reviewed, updated, and properly documented at least once per year.
Coordinate logistics for events, workshops, trainings, meetings, and seminars, including venues, catering, materials, transportation, and accommodation.
Coordinate staff and participant travel arrangements in compliance with WL policies.
Provide guidance to staff on procurement and logistics procedures and escalate issues when needed.
Ensure sufficient office supplies and consumables are available at all times.
Be present throughout the full event cycle, including preparation, setup, implementation, and closure, to ensure logistics are in place and activities run smoothly.
Remain on-site during events to monitor logistics, troubleshoot issues, and ensure all arrangements are delivered as planned.

Equipment and Assets:

Coordinate the proper use, maintenance, and storage of WL equipment and assets.
Support the selection and procurement of equipment in accordance with WL standards and budget approvals.
Conduct inventory checks at least twice per year and update inventory records when new equipment is acquired.
Track and document equipment assignment, loan, and return.
Report equipment issues, losses, or replacement needs to the Director of Administration and Finance.
Serve as the main focal point for office equipment records and asset tracking.
Coordinate and document requests from staff or participants to take equipment outside the office, including laptops, cameras, STEAM equipment, and other assets, ensuring proper authorization and return.

Premises and Office Operations:

Ensure office premises are functional, safe, and meet operational needs in line with WL standards.
Coordinate routine maintenance, repairs, and service providers for office facilities.
Propose practical improvements to office operations while ensuring compliance with WL financial and operational requirements.
Monitor the local real estate market and provide input on potential office alternatives when requested.
Coordinate office access, keys, and basic safety and security arrangements.
Monitor the premises on a daily basis to ensure proper functioning, cleanliness, and professional presentation of the office.
Ensure all necessary supplies are in place and available for staff and daily operations.

Reporting, Compliance, and Continuous Improvement:

Maintain organized records for procurement, events, inventory, and office operations.
Prepare basic logistics and procurement reports as requested.
Support compliance with WL internal controls, audit requirements, and documentation standards.
Contribute practical suggestions for improving procedures, systems, and manuals, including the Procurement Policy, Operational Manual, and related tools.
Coordinate closely with finance, programs, and administration teams to ensure smooth operations.

Profil :