Administration Officer

Position:                   AdministrationOfficer
Location:                   Shanghai
Reports to:                RegionalHead of Shanghai


Functions职能:
To guarantee Shanghai Hub normaloperation and support Shanghai Hub administration work smoothly and cost -effectively.


确保上海HUB的正常运营,并支持行政工作的顺利开展

Major Duties and Responsibilities 主要工作职责:


1)    HUB Administration:


办公室行政:

·       HUBfacilities maintenance on daily basis, e.g. electric devices, furniture,heating, air conditioning, etc.


办公设施的日常维护,如:电气设备、家具、暖气、空调等。

·       Arrange purchase ofHUB facilities and other accessories including HUB suppliers and handlingissues monthly or as required if any;


购置办公设施及其配件,包括按月采购办公用品或按需采购。


·       Answer and transfer phone calls, visitor greeting;电话总机接听和接转,接待办公室来访者

·       Post and mailing in and out and expensesettlement; 收发快递并结算费用

·       Book business travel ticket for all staff; 预定机票

·       Based on the issued flight tickets, to calculateCO2 emission and keep CO2 inventory record: for all staff travel of CO2emission as well as monthly, quarterly and annual record; 根据出差的机票,计算CO2碳排放,并按月、按季、按年记录所有员工的碳排放量

·       Assist other team members of Shanghai HUB with logistic arrangements wheneveractivities and campaigns carried out by Shanghai HUB; 协助上海HUB同事开展特别活动的后勤工作

·       Hotel booking for all staff; 预定酒店

·       Order meal for each team meeting; 预定团队会议工作餐

·       Update staff contact list regularly; 定期更新员工联系表

·       Arrange staff  name card printing for all CPO; 安排员工名片的制作

·       Lead and organize volunteeractivities to support projects implementation 安排和协调志愿者的活动来支持项目的执行。

·       Perform other related duties as required by Head of Shanghai Hub


上海Hub领导交办的其他工作

2)    Storeroom and File management:


库房和文档管理:

·       In& out log keeping; goods are kept in good order;保留物品进出库记录, 物品有序放置;

·       Book and Database keeping: insurance the clear book list 、brochures  listlabels in good order;书籍、宣传册子的归档、整理和保管。

·       Support other team members tocoordinate the database management system and collect the information such asvideo, slides, photos and newspapers;协助项目人员收集和保管数据库信息比如视频、幻灯片、照片、报刊等等


 3)    Vehicle management:

车辆管理:

·       Keeping records of Shanghai Hub vehicles, such as daily vehicle usage and services record, regularmaintenance and check-up .etc.


上海Hub车辆信息的记录,包括:行车里程记录,定期保养、维修情况、完备的保险、车年审年检。

·       Vehicle document keeping, such asVehicle annual insurance documents, vehicleannual check-up documents .etc.


4)     Safety management:

·       Arrange Office property insurance; 为办公室财产投保

·       Ensure Office property safety, such as ensureagainst fire and theft. 保证办公室财产安全,比如防火反盗。


Working relationship 工作关系:

Internal对内:

·     Frequently contact with the supervisor, team members and all co-workers.

与主管领导、团队成员及其它所有同事保持良好沟通。

·     Frequently contact with other Hubs’ administrative staff.

与其他区域的行政人员保持良好沟通。


External对外:  

·       Familiarwith all traffic regulations and update the local traffic rules when necessary

熟悉相关交通法规,并按需为同事更新当地的交通法规

·       Updateor help update insurance for vehicle  andoffice with relevant insurance companies

联系相关保险公司以更新或帮助更新所有车辆的保险


Qualifications:

1.     Minimumof 2 years’ work experience in responsiblepositions relevant to this position.

至少两年相关岗位的工作经验。

2.     Agood geographical knowledge of the region

熟悉本区域的地理情况

3.     Goodknowledge of Word and Excel is necessary

熟悉Word和Excel的使用

4.     Good and experienced coordination,communication and presentation skills;

较强的沟通、协调能力

5.     Fluent speaking and writing in English and Mandarin Chinese.

具有良好的中英文口语表达和书写能力

6.     Ability for teamwork and partnership development.

团队和合作伙伴建设的能力

7.     Driver license is preferable;

有驾照者优先

Contact information:

·       Candidates should send acover letter, CV in English and Chinese to hr@wwfchina.org

·       Please indicate theapplying position in title, salary expectation in Email and send them inattachment.