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Assistante Executive

Job Description

Avis de recrutement

World Vision Mali recrute la position suivante (01):

TITLE: Executive Assistant

Location: Bamako

Contract type: Local

NB : World Vision ne demande jamais de paiement à aucune étape du recrutement ni par transfert ni directement en espèces

Les candidatures féminines sont fortement encouragées

Purpose of the position:

To provide a wide range of coordination and administrative services for the office of the National Director, WV Mali-Mauritania, that ensures efficient functioning of the office and effective communication with key stakeholders.

Major Responsibilities:

Communication & Reporting

Communicate on behalf of the ND with key constituents.

Work with ND’s direct reports (ie. Operations Director, Finance Director, P&C Director, PE Director, RAM Director, Audit Manager, Communications Manager) to collect monthly reports, analyse key issues that need ND’s attention and develop monthly management report (MMR) & quarterly NO report for ND’s approval and submission to the Regional Leader

Record meetings and follow up action items

Respond to routine NO, Regional, Partnership Office and Field issues on behalf of ND as appropriate. Determine which issues need to be referred to supervisor or delegated to others and provide appropriate briefing and pertinent documentation.

Facilitate effective information dissemination from the ND’s Office.

Prepare speeches and presentations for the ND in consultation with respective Directors and the Communications department.

Provide communication link between the ND, SLT, Advisory Council, Regional Leader, staff members, SOs and other regional NDs

Coordination and Accountability

Provide leadership to program planning, and coordination for Annual retreats, SLT’s meetings, Day of Prayer, external visits and related events

Provide synthesis and analysis of documentation submitted to the ND providing relevant recommendations.

Organize ND’s appointments, meetings, travels and webexes

Governance

Ensure the Advisory Council meets its legal mandates in accordance with WVI laws; and the governance processes are carried out in accordance with the requirements and policies of WV for an Advisory Council

1.1. Advisory Council Governance Processes

1.1.1. Support the preparation of the ND’s Quarterly Ministry Updates report to the Advisory Council;

1.1.2. In consultation with the AC Chair, organize Advisory Council Meetings and ensure that proper records are taken and safe keeping of the minutes of the WV Mali Advisory Council meetings including managing the National Office Global Governance database.

1.1.3. Manage the Advisory Council Meeting plans and ensure follow up of Advisory Council meeting action plans.

1.1.4. Organize Advisory Council Committee meetings to ensure their link with the Advisory Council meeting is strategic as per the Advisory Council work plan and follow up on management action points arising from these meetings.

1.1.5. Support the ND in coordinating Advisory Council recruitment and orientation of new members in consultation with the Governance and Nominations committee.

1.1.6. Support the ND in coordinating capacity building initiatives on governance for the Advisory Council and senior leadership

1.1.7. Manage and plan for Advisory Council field trips to the WVI Mali project sites to help deepen Advisory Council members understanding of WV’s ministry

1.1.8. Prepare Advisory Council and Committee work plans in consultation with the Advisory Council Committee Chairs and the ND for Advisory Council approval; and monitor the implementation thereof in conjunction with the Governance and Nominations Committee

1.2. Advisory Council Legal Responsibilities’

1.2.1. Support the ND in managing the process of calling and holding of Annual and Extraordinary General Meetings as provided by the WVI Mali Advisory Council Constitution

1.2.2. Responsible for statutory compliance and completing relevant annual returns for WVI Mali

1.2.3. Support the ND in coordinating the Succession planning in conjunction with the Advisory Council Chair and Governance and Nominations Committee

1.3. WVI Partnership Requirements

1.3.1. In collaboration with the ND, prepare the quarterly Chair’s report to the WVI President and other Partnership reports that may be deemed necessary for the purpose of WVE’s governance accountability

1.3.2. Ensure Advisory Council members are updated; given guidance and access to Partnership Policies. Further, establish that new WV Partnership policies are owned, contextualized, implemented and monitored by the National Office

1.3.3. Support the ND in coordinating NO peer review sessions in conjunction with the Partnership Peer Review Office and prepare the National Office Action plan on implementation of the Peer Review Report recommendations. Further, follow up on the implementation of the recommendations to ensure WVi Mali’s compliance

1.3.4. Under the ND’s direction and in conjunction with the Governance and Nominations Committee and the Advisory Council Chair, coordinate the Annual Advisory Council Self Review, individual and peer Advisory Council effectiveness review processes. In addition, ensure that the learnings inform Advisory Council work plan and development processes.

1.3.5. Ensure that the Governance MWRAP is followed up and referenced by the Advisory Council Committees.

Administrative duties

Assistance to visitors (foreign and internal) by providing administrative support

Write, print and send letters as needed for the ND/NO team.

Organize and maintain the filing system of the ND’s office.

Facilitate documents translation from English-French and French-English

Other

Use personal initiative to ensure efficient and effective functioning of the ND’s Office & SLT

Carry out additional responsibilities as assigned.

 Support initiatives outside the NO as required.

 Any other duties as may be assigned by the ND

Other Competencies/Attributes:

  • Must be a trusted person, able to handle confidentiality

  • Be able to work in a multi-cultural, multi-national and multi-faith environment

  • Be flexible and dependable.

  • 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 Bachelor’s university degree in administration or social sciences or related and transferable field of study required.

  • Experience:

    • 5-10 years of professional experience, preferably in administration or governance for the nonprofit sector.

    • Demonstrate proven experience in providing support and advice to senior leadership

  • Other:

    • Strategic thinking, decision-making, analyses and problem-solving abilities.

    • Strong analytical and critical thinking skills to identify problems and develop innovative solutions.

    • 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 Senior Leadership Team and other 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 ND’s 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%.

Language

  • Fully Fluent: French and very good working knowledge of English

Working Environment / Conditions:

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

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

  • On call: 5%

Attitudes and Behaviors:

World Vision reserves the right to disqualify a candidate who has any record relating to child abuse or opposite behavior to child protection, even after the hiring.

How to apply: kindly go to the following website:

http://careers.wvi.org/job-opportunities-in-mali

* Deadline for submission of applications: August, 31 2017

* Only pre-selected candidates will be contacted