World Vision International

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Executive Assistant – PTL Programme Director

Job Description

WORK CONTEXT/BACKGROUND:

World Vision is a Christian humanitarian organization dedicated to working with children, families and communities to overcome poverty and injustice through sustainable development, emergency relief and raising public awareness. The heart of World Vision's work is in helping communities build stronger and healthier relationships. World Vision helps communities help themselves. World Vision focuses on children because they are the best indicator of a community's social health.

World Vision has been successfully delivering child centered development programmes in each of the Pacific Timor-Leste (PTL) countries of Timor-Leste, Papua New Guinea, Solomon Islands and Vanuatu, focusing on community level interventions that protect children and provide opportunity for growth and development. Country programmes are varied, tailored to address local development priorities and delivered in ways that are appropriate to the context in the field. In recent years there has been a sharpening of focus within each country and a desire for growth especially in Timor Leste and Papua New Guinea. Priorities expressed by the Australian and New Zealand government also suggest significant growth opportunities across the pacific.

PURPOSE OF POSITION:

The purpose of this role is to provide a wide range of diversified operational and administrative support for the Pacific & Timor-Leste (PTL) Programme Director (PD) and wider PTL function through effective organisation, coordination, communication and planning.

The positions holder should have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

KEY RESPONSIBILITIES:

General Administrative Support:

  • Works closely and effectively with the Programme Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

  • Provide overall management of diary including travel arrangements for PD. including setting up meetings with staff and stakeholders as necessary.

  • Draft Monthly Management Reports on behalf of PD.

  • Review PTL reports (e.g. Child Wellbeing Report) as needed.

  • Support development of regular reporting, inclusive of reminders and follow up to staff. Draft summary reports (e.g. trend analysis) when required.

  • Manage pre-approval of direct reports’ expenses in Concur and Process PD expenses in Concur, as necessary.

  • Approve of leave requests & LDRs in OurPeople (OP) System & Essentials for direct reports.

  • Log and follow-up issues with AUSO Service Desk on behalf of PD.

  • Set-up agenda/minutes: for virtual Senior Leadership Team (SLT) Meetings (bimonthly) & SPG meetings (as needed).

  • Organize logistics, agenda support & minutes for biannual Face to Face SLT meeting. Support logistics for other PTL meetings as required.

  • Schedule annual performance reviews/mid-year reviews, following up with reviewees, collating results & sharing with SAP Leadership.

  • Conduct monthly review of PD YTD Monthly budget.

  • Draft PD annual forecast & budget.

  • Manage communications and achieve a good rapport with all external stakeholders.

  • Identify significant issues, critical matters, challenges and opportunities relating to the day-to-day operation and functions of the PD’s office. Provide appropriate information or documentation or recommend course of action relevant

  • to the decision-making of the PD.

Other Administrative Support & Liaison:

  • Facilitate orientation of new PTLO staff for IT and Administration requirements.

  • Provide guidance to new joiners on Concur usage.

  • Facilitating credit card application for new joiners.

  • Purchase new equipment for new joiners (& processing expenses via internal charging system Concur).

  • Purchase replacement equipment for PTL National Office (NO) staff when required.

  • Administer email distribution lists (updating & adding new joiners).

  • Make payments for PTLO & sometimes PTL Country DHL invoices on credit card (& processing expenses via Concur).

  • Request occasional PAs from TL office.

  • Arrange logistical aspects of workshops/training activities.

  • Work with PTL Security Manager to maintain PTL satellite phone registers/training/maintenance.

  • Update PTL Org Chart (ongoing).

KNOWLEDGE, SKILLS & ABILITIES:

  • Bachelor degree in related field is required or equivalent experience.

  • Demonstrated knowledge of administrative and business processes.

  • Strong clerical, computing and organisational skills, in particular use of Microsoft Office Programs.

  • Understanding/experience with financial matters such as invoice processing and budget variance monitoring.

  • Culturally aware and sensitive to different styles, languages and approaches.

  • Positive disposition and energetic/passionate approach to work and providing support to the Program Director (PD) and Senior Leadership Team (SLT).

  • Experience in coordination of executive meetings and catering needs.

  • Four years minimum relevant work experience at an Executive/Personal Assistant level.

Preferred:

  • Experience working in a not-for-profit or development background.

  • Administrative experience working within a team across a wide range time zones.

Minimal travel required.