Executive Assistant - World Vision International

To support the National Director in managing the office effectively & efficiently including managing information, assisting in administrative tasks and meetings (including SLT and Board), making appointments, monitoring documents and mail, talking to external and internal customers, organizing events and trips, providing services and taking care of personal agenda.

MAJOR RESPONSIBILITIES

Activity

National Director’s Office Coordination

• Ensure efficient and effective coordination of the National Director’s office, engaging with all direct reports of the ND; with the Board and Peers, ensuring and maintaining an efficient workflow.

• Ensure and maintain effective communication (oral and written) including reviewing documents, phone calls, emails, etc. and taking discerning decisions on how information should be managed with the National Director’s office.

• Ensure and maintain a positive image of the National Director’s office. This will require diplomacy and tact, especially in dealing with external partners

Calendar Management

• Ensure a current and updated National Director’s calendar of events (local and international) to facilitate efficiency in the office of the National Director.

Management of Reports

Ensure compilation of monthly and quarterly reports for the National Director’s office and support the editing and dissemination of quarterly reports to the Board.

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Office Representation

• Perform complex and diverse executive assistance duties that involve high-level contacts and exposure to sensitive information, necessitating considerable use of tact, diplomacy, directions, and judgment for the National Director and the SLT

• Ensure that there are not conflicting appointments in National Director’s calendar

Local and International Travel Management

Plan and manage the National Director’s local and international trips ensuring that all travel logistics are provided, including making changes to travels

Coordination of Donor Visits

Coordinate all visits of the National Director’s office; including donors, World Vision Int. Staff, and other stakeholders, ensuring efficient delivery of travel logistics from inception to end of visits.

Board Support

Ensure smooth coordination between National Director and Board members by :

• Providing relevant reports e.g. .evaluation findings, national strategy, mid-year, and annual reports

• Facilitating the ND share his Performance Agreements and Performance Appraisals with Board members

General Office Management

Ensure General Office Management (equipment, furniture, facilities, and purchase requests) of the National Director’s office.

 

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

• Six (6) years experience working experience of which two (2) years must have been in a supervisory role

• 1st degree in the Social Sciences/Business Studies

• Excellent planning & organizing skills

• Strong computer skills – Advanced MS Word/PowerPoint

• Interpersonal & influencing skills

• Advanced report writing skills

• Knowledge of WVI policies and procedures.

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• Must be a committed Christian, able to stand above denominational diversities.

• Attend and participate/lead in daily devotions and weekly Chapel services.

• Perform other duties as required.

• Office-based

• Travel: As and when necessary both internally and externally

• Strong spoken and written English; Proficiency in foreign language – preferably in French will be an added advantage