World Vision International

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Executive Assistant - ND's Office

Job Description

PURPOSE OF POSITION

This Purpose of Position will be used in the WVI or local Careers site, and if applicable, advertisements. Please describe the role in 2-3 concise sentences. Focus on the core of what this role is supposed to achieve. Describe the purpose of this position and how this position contributes to achieving department objectives and the management and performance of others.

To provide high quality administrative and logistical support to the National Director‘s office (the ND and Executive Associate Governance) and WVM Advisory Council/Board for effective and efficient operation of the two high offices.

MAJOR RESPONSIBILITIES

List statements describing the final results of this position and method of accomplishments, and how results/performance are reviewed and measured. Begin with the most important accountabilities.

% Time

Major Activities

End Results Expected

  1. Provide support to effective and efficient functioning National Directors Office

  1. All appointments with staff and visitors for the ND Office timely confirmed recorded and fulfilled.

  2. National Director’s Office (including Malawi based GC/Regional staff and Advisory council) supplies, goods and services procured timely

  3. ND’s daily schedule on stakeholder meetings, appointment, workshops, local and international travels, courtesy calls and leave days managed timely.

  4. ND’s Lotus Notes mail and calendar effectively and efficiently managed.

  5. Simple correspondences prepared as delegated by the ND and the Executive Associate Governance.

  6. All incoming mail for the NDO categorized and forwarded to relevant directors and officers with considerable tact, diplomacy, discretion and judgment. In consultation with the ND and EA- Governance.

  1. Provide effective communications, logistical and administrative support to the ND office and the AC/Board.

  1. NDO manual and electronic (including AC/Board database) filing system for all correspondence and documentation timely done safely kept.

  2. Internal information flow from and to staff body and departmental heads disseminated as required and delegated by the NDO.

  3. Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings prepared as requested,

  4. Deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Country Director followed up.

  5. Vehicle transportation, regular maintenance and insurance arranged.

  6. Administration and logistical support timely provided for ND and Advisory Council conferences, meetings and retreats.

  1. Support to office maintenance and assets management

  1. NDO asset maintenance records and reports on assets management maintained.

  2. ND and Executive Associate provided with resources for effective

  3. ND office maintenance records updated and maintained.

KNOWLEDGE, SKILLS AND ABILITIES

List education, knowledge & skills, licenses preferred, and all experiences required to perform this position in a fully competent manner.

Minimum education, training and experience requirements to qualify for the position:

List academic requirements (if applicable), technical skills, or other knowledge required as a minimum qualification for this position.

1. Diploma secretarial management/ Advanced Diploma Business Admin with 5 years’ experience

2. Degree in Business Administration, Administration or any relevant degree with 3 years experience.

List additional work experience required as a minimum qualification for this position.

  1. 3-5 years’ experience in office management in a highest office of an organization.

  2. Knowledge in systemic filing

  3. Good communication, interpersonal skills and willingness to learn

  4. Self-starter

  5. Computer literate with good knowledge of Microsoft word, excel, PowerPoint and email

  6. Strong in report writing skills

  7. Ability to work under minimum supervision

License, registration, or certification required to perform this position:

If applicable, include language requirement(s) as a minimum qualification for this position.

  1. N/A

Preferred Skills, Knowledge and Experience:

List academic requirements, technical skills or other knowledge preferred for this position.

  1. Bachelor’s Degree in Business Administration or any relevant qualification

List additional work experience preferred for this position.

  • Able to represent WVM to visitors and guests

Work Environment

Include travel & work environment details.

Complete Travel and/or Work Environment statements if applicable.

  • The position requires ability and willingness to travel up to 10 % of the time.