World Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice.
PURPOSE OF POSITION:
Provide administrative support to the office of the WVI Executives through effective organization, coordination, communication and planning.
Key Responsibilities:
- Provides professional and confidential administrative support.
- Is available for duties within flexible hours to ensure the Executives can effectively achieve their goals.
- Supports Executive in diary/calendar management and in the implications to her daily, weekly and medium term agenda. Tracks implications of calendar demands so that the Executive is aware of daily requirements and potential conflicts or challenges.
- Ensures the Executive has all relevant reading material in advance of meetings.
- As agreed to with the Executive, prints reports, emails, and attachments.
- Coordinates all aspects of travel for the Executive – including travel arrangements, connections and road transportation, accommodation, visas, security and safety requirements, potential insurance issues and medical requirements for specific locations eg. vaccinations.
- Coordinate travel with various host locations to ensure the itinerary is well structured to meet the Executive’s needs and those of the stakeholders with which she will be meeting. This will involve working with a range of stakeholders and different cultures and countries. It is critical that the incumbent is culturally aware and sensitive to different styles, languages, approaches and practical issues like time differences.
- Organise meetings – including logistics, catering etc.
- As required organizes internal and external events and functions.
- Prepares meeting agendas and, when requested, may be required to take notes for meetings.
- Accurately and professional types letters, reports and submissions.
- Works with Finance to ensure the Executive/s budget inputs and reports are effectively maintained.
- Responds to routine and urgent emails on behalf of executive as agreed.
- Provides miscellaneous support – errands, takes phone and other messages.
- Attend and participate in weekly chapel services and daily devotional meetings.
- Provide administrative support and coordination for the Global Governance and Compliance leadership team in order to equip the PL to efficiently manage multiple departments with a complex array of objectives and deliverables.
- Convene and support the Global Governance and Compliance bi-monthly meeting by developing pertinent agendas, capturing agreed actions during meetings and following up implementation of actions agreed upon.
- Schedule bi-weekly catch-up calls with the direct reports, midyear and annual reviews to ensure the KPIs are continuously monitored.
- Schedule quarterly compliance calls to enable the PL to oversee implementation of assurance mechanisms for the Partnership.
- Liaise with the key team members and set up meetings with the Global Governance team ensuring approval of agendas in advance.
- Work closely with the WVI board coordinator and provide back-up logistical support for WVI board meetings, including providing in-person logistical support for board meetings when required.
- Work closely with the Triennial Council coordinator and provide back up support for the planning of the Council, including providing in-person logistical support at Council when required.
Knowledge, Skills & Abilities:
- At least 3 years’ experience in a high-level executive support role.
- Bachelor’s degree would be an advantage not a requirement.
- Additional qualifications in secretarial or business management will be a plus.
Preferred:
- Must be fluent in English, with strong language capabilities and understanding.
- Working knowledge: the WVI Partnership history, objectives, ministries, issues, office procedures and practices.
- Proficient with Microsoft Office applications (MSWord, Powerpoint, Excel), Outlook.
- Experience in coordination of executive meetings and logistical support for meetings.
- Experience in international travel coordination.
- Ability to provide responsive customer focused support.
- Project Management skills highly desirable.
Specific Skills and Abilities:
- Excellent verbal and writing skills.
- Skilled in WVI systems and procedures as relates to office administration is preferred.
- Strong analytical skills and ability to synthesize complex and sensitive issues.
- Takes initiative with good judgment and decision-making to handle work flow.
- Ability to prioritize demanding and sometimes stressful schedule.
- Self-directed and able to handle multiple tasks efficiently.
- Flexible and adjust to rapidly changing priorities.
- Excellent people skills and able to work effectively in a multi-national environment.
- Strong end results orientation with process improvement approach.
Work Environment/Travel:
- Able to travel up to 10%.
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