Job Title: Executive Associate to the National Director
Reports To: The National Director
Grade Level: 15
Work Location: Nairobi
Purpose of the Position:
The position provides a wide range of complex executive and organizational support to (the National Director) ND, the Executive Team, Senior Management Team; and Board of Directors and organizational members for efficient and effective delivery of quality leadership and achievement of strategic objectives. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the ND.
The position supports the ND in linking the strategic and leadership roles of the various units and departments in order to minimize risks and ensure efficiency in the management of the NO. Furthermore, the position provides executive support and coordination of the NDs department to ensure an effective, efficient and cohesive management of the organization, leading to long term sustainability of the institution.
To communicate World Vision’s ethos and to demonstrate through word and deed quality Spiritual life that is an example to others.
Executive Support to the National Director, 35%
Provide Executive Support to the National Director focusing on the achievement of the following results for an effective, efficient and cohesive management of the National Office:
Preparation of high quality briefing materials and power point presentations for strategic engagements and high level discussions.
Analyzing factors affecting the NO performance and follow up on the recommended actions with the relevant teams
Consolidating the NO monthly management report.
Preparation of the ND’s monthly corporate newsletter.
Coordination of information flow in the ND’s office, preparation of correspondence, directives, comments, and making follow-up on behalf of the ND as required;
Coordination of ND’s direct reports on performance management; Performance Agreements & Performance reviews and appraisals; reviews and makes inputs.
Facilitation of information sharing between the ND’s Direct Reports, ND’s office, the Region and other stakeholders;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the ND and the Region;
Screening and management of all the ND’s incoming calls, meeting requests and correspondence both email, telephone and hardcopy;
Coordination of ET and SMT meetings, 30%
Strengthen the link between ET and SMT activities and decisions.
Analyzing organizational information/reports, highlights key issues and make recommendations for ND’s/ET’s consideration and action.
Liaises with the ND and the SMT Chair in developing strategic agenda for the Executive Team and SMT meetings respectively
Monitor the implementation of Leadership Strategic priorities and GNOD action plans and make recommendations appropriate action (Performance of the ET & SMT)
Plans and coordinates monthly Senior Management Team meetings; and weekly Executive Team meetings and retreats.
Prepares an account of the meetings and designates and follows up on assigned action items.
Monitoring implementation of plans of action from taskforces and other stakeholders that report to the ND’s & ET.
In consultation with the Associate Director Governance, Legal, Risk and Compliance provides support to the WVK Board and Organizational members. This includes but not limited to:
Assist the Associate Director Governance, Legal, Risk and Compliance in his/her absence
Providing administrative and logistical support for all Board and Committee meetings.
Processing travel documents for official meetings and planning for field visits and reimbursement requests as appropriate
Participating in the compilation, assembling, and distribution of Board meeting materials.
Assist the GLRC in the management of Board meetings, record keeping and follow up on action points
Facilitate interview processes and background checks for potential organizational members
Maintains confidential files and contact information for board and organizational members and maintains the WVK Board database in WV Central
Disseminates Board papers and materials to Board members and organizational members in liaison with the ND’s Liaison Officer
Any other duties 5%
Qualifications: Education/Knowledge/Technical Skills and Experience:
University Degree in Business studies, social sciences or in any related or transferrable field of study. Post graduate studies in the related fields is an added advantage
At least six years relevant experience
Reasonable knowledge of key Humanitarian Strategic initiatives, best practices,State policies, and good understanding of development context issues e.g. religious, security etc.
Must have computer aptitude and experience in database management, spreadsheet software and Internet usage. Proficient using Word, Excel, Power Point, or similar programs; email systems; extensive website and on-line skills.
Other Competencies / Attributes:
Strong analytical and critical thinking skills to identify problems and develop solutions.
Strong organizational skills, independent judgment, and the ability to be flexible as the demands and priorities change.
Self-starter with ability to operate effectively under highly dynamic conditions
Ability to make judgments and decisions that may impact the office, and provide technical advice. This position also requires a high level of confidentiality in handling sensitive information
Must be able to divide his/her attention between parallel or similar tasks and have a high level of competency that requires very little supervision.
Strong interpersonal skills, as well as written and verbal communication skills.
Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the ND and staff, and others.
Commitment to continuous learning and willingness to keep abreast of new developments in the field of development.