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.
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.
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.
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.