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Executive Assistant


Position Title: Executive Assistant


Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Response Director. The Executive Assistant also serves as a liaison to the Senior Leadership Team, organizes and coordinates executive outreach and external relations efforts. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-focused and community oriented. 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, 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

Major Responsibilities:

General Administrative Support:

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

  2. Plans, coordinates and ensures the RD’s schedule is followed and respected.

  3. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on relevant projects to successful completion, often with deadline pressures.

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

  5. Arrange appointments with Govt. officials, regional colleagues, SO colleagues, external partners and donors, etc as required.

  6. Revise and ensure alignment with Response policies and procedures of all documents prior to submission to RD for signing including: contracts, MOUs, timesheets and expense reports.

  7. Maintain any necessary archives.

  8. Manage small projects as required, such as research support.

  9. Perform other duties as assigned by the RD to enhance World Vision’s core values among staff and partners.

  10. Manage the filing system of the RD Department.

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the RD , including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

Organize Agendas and necessary papers and provide minutes for meetings of RD:

  1. Prepare Agendas and writing meeting minutes for the SLT meetings and provide logistics support when needed.

  2. Follow up when needed on the results of meetings with RD and ensure that results are implemented as per the meeting.

  3. Prepare agendas for the field visits in cooperation with relevant stakeholders.

Perform other duties as assigned by the RD to enhance World Vision’s core values among staff and partners.

Manage RD visitor’s arrangements:

  1. Prepare visitors agendas

In coordination with the Administration team do all logistics in country including itineraries, Transportation, accommodation and any other request / reservation during the visit period

Provide Communications support:

  1. Respond to routine Global Center, Support Offices, Response Offices and Field issues on behalf of the Response Director as appropriate. Determine which issues need to be referred or delegated to others and provide appropriate briefing and pertinent documentation.

  2. Facilitate effective information dissemination from the Response Director.

  3. Prepare reports for RD.

Prepare communications and presentations for the Response Director in consultation with communications

Senior management Support and Liaison:

  1. Provides a bridge for smooth communication between the RD's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

  2. Participates as an adjunct member of the Senior Leadership Team including assisting in scheduling

meetings and attending all meetings.

Assists in coordinating the agenda of senior management team

Education:Bachelor’s degree in relevant field.

Experience:2-3 years administrative experience, preferably within humanitarian agencies

Knowledge & Skills:

  • Good written and oral English and Arabic skills (ability to express ideas clearly and effectively, both in spoken and written English)

  • Ability to maintain confidentiality

  • Analytical and problem-solving skills

  • Confident presentation skills, able to be assertive but with sensitivity and respect towards others

  • Thorough knowledge of MS Office, Lotus Notes, and internet usage

  • Broad and creative thinking

  • Good listening skills and ability to maintain absolute confidentiality

  • Interpersonal sensitivity, flexible worldview, emotional maturity

  • Ability to work in and contribute to a team-building environment

  • Ability to communicate with people from different backgrounds, cultures and levels of authority

  • Willing and able to travel as required

  • Commitment to World Vision Core Values and Mission Statement

  • Good Understanding of WV child protection policies and procedures

Core Capabilities:  Achieving quality results and service  Practicing accountability and integrity  Communicating information effectively  Thinking clearly, deeply and broadly  Understanding the Humanitarian industry  Understanding WV’s mission & operations  Practicing continuous innovation & creativity  Learning for growth and development  Maintaining work/life balance  Building collaborative relationships  Practicing gender & cultural diversity  Influencing individuals & groups