World Vision International

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Administrative Officer

Job Description

Purpose of the position:

To support Zone Manager and all support staff in the region through provision of secretarial service, administrative and reporting support functions..

Major Responsibilities: (please define in output format – 1-11 things of what you expect to see as a result of this position)

Key Outputs/Responsibilities

(Accountabilities and results)

Weight (%)

Procurement of goods & services and ensure that the division has adequate office supplies

5%

Assist in preparing and scheduling of meetings, reporting on outcomes and communicating to concerned parties

15%

Manage the supervisor’s dairy (electronic or manual) making sure that all appointments are confirmed, recorded and fulfilled.

5%

Filing system Management for all correspondence and documentation for the entire project including encoding of both incoming and out going project information including mail

15%

Assist the supervisor in following up reports, all assignments and ensuring that concerned staff meet deadlines including consolidation of monthly, Quarterly and Annual reports.

15%

Logistics management for internal and external visitors

5%

7.

Conduct a minimum of one field visit per month to each project ADP to monitor activities as per the monitoring and evaluation plan.

15%

8

Manage the division database

5%

9

Supervise subordinates such as Drivers and Office Assistants for effective management of administrative issues

10%

10

Coordinate with Communications Department in capturing and development of project impact stories including preparation of documentaries in collaboration with the Team Leader

10%

11

Total

100%

PROFILE: Core Capabilities: (proficiency levels; 1=developing 2 =proficient 3=advanced)

Core Capability

Proficiency level

(1, 2, 3)

Examples of advanced proficiencies

(A full list of indicators available in Core Capabilities into Job Descriptions – A Manager’s Guide)

Indv

Ldr

Achieving Capabilities

Achieving quality results and service

3

3

Example:

Practicing accountability and integrity

2

2

Communicating information effectively

3

3

Thinking Capabilities

Thinking clearly, deeply and broadly

3

3

Example:

Understanding the Humanitarian industry

2

2

Understanding WV’s mission & operations

2

2

Practicing innovation & change

2

2

Self-managing Capabilities

Demonstrating Christ-centered life and work

2

2

Example:

Learning for growth and development

3

3

Maintaining work/life balance

2

2

Relational Capabilities

Building collaborative relationships

3

3

Example:

Practicing gender & cultural diversity

2

2

Influencing individuals & groups

2

2

Other Competencies/Attributes:

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

  • 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:

  • Minimum Qualification required: Diploma in Business Studies or a relevant diploma in social studies

  • Experience: 5 years experience in office management, reporting and management

  • Preferred:

  • Good communication, interpersonal skills and willingness to learn

  • Self starter

  • Computer literate with good knowledge of Microsoft word, excel, powerpoint and email

  • Strong in report writing

  • Ability to work under minimum supervision