World Vision International

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Executive Associate

Job Description

Purpose of the position:

To provide a wide range of administrative support services for the office of the Regional Leader , People & Culture and Finance Directors that ensures efficient functioning of the office and effective communication with stakeholders.

Communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that is an example to others.

Major Responsibilities:

Communication, Information and Stakeholder Management:

  • Strategic engagement with various stakeholders both internal and external including National directors, RL , P&C , Finance Directors Direct Reports, Board members, Global Center, Support Office Partners, Government Officials, Other INGOs to maintain and build relationship with the Regional Office.

  • Provide and coordinate research and documentation for RL’s internal and external presentations.

  • Prepare monthly briefings and quarterly reports and any adhoc information as needed. Follow up and coordination execution of action items from RL’s , P&C and Finance Director’s consultation, meetings and events.

  • Take initiative to meet needs relative to the field / Global Centre for information / guidance to ensure effective communication is ongoing.

Coordination of Meetings & Events Management

  • Provide executive support to the RL , P&C and Finance directors including scheduling of meetings and conference calls, note/minute taking and dissemination of minutes from the meetings and calls.

  • Coordinate team meetings with National Directors, Finance and P&C Directors.

  • Assist / support RL, P&C and Finance Directors to be prepared for regional meetings / leadership team meetings by compiling relevant pre-reading materials / documentation, and helping track action plans that their require.

Administration and Travel coordination

  • Manage and improve business processes for front and back office – procurement, finance, travel advance requisitions and settlement for the Regional Leader, Finance and P&C Directors.

  • Manage the Regional Leader, P&C and Finance Director’s calendars and in consultation with the SLT maintain a regional calendar.

  • Review and track budget for RL, P&C and Finance Directors and approval expenses per policy.

  • Develop and maintain database for key contacts for RL’s Office.

  • Manage travel and leave schedule for RL, P&C and Finance Directors.

  • Plan RL, P&C and Finance Director’s field visits in consultation with the respective National Offices

  • Carry out additional responsibilities and projects as assigned.

Other Competencies/Attributes:

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

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

  • Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

  • Educational level required: A university degree in administration, communications, or related and transferable field of study required.

  • Technical Training qualifications required: Additional qualifications in secretarial or business studies will be a plus

  • Experience: At least 3 years’ experience in a supervisory role or aapprox. 3-5 years’ experience in supporting senior executives. Experience working in Africa will be preferred.

  • Other:

    • Requires excellent communication skills; writing and editing concise, clear letters, reports, articles or e-mails.

    • Requires good interpersonal, negotiation and administrative skills. Treating others with respect, regardless of position or function. Good listener

    • Ability to deal with others in order to reach an agreement or solution; for example, consensus building.

    • Able to establish and maintain a good rapport and cooperative working relationship with Partnership stakeholders, Regional Leadership and National Directors.

    • Proven skills in working effectively cross-culturally.

    • Requires ability to maintain confidentiality.

    • Strong documentation skills including report writing and minute taking.

    • Ability to appropriately handle competing requests for the RLs attention.

    • Skill at negotiating with various personalities and developing internal and external network of contacts.

    • This requires strong organizational skills, independent judgment, and the ability to be flexible as the demands and priorities change.

    • High level of computer literacy / proficiency

    • Able to travel up to 10%.


  • Basic Conversation: English

  • Business Communications: English

  • Fully Fluent: English

Working Environment / Conditions:

  • Work environment: Office-based with some travel to the field

  • Travel: 10% Domestic/international travel is required.