Operations Assistant, Faith & Development

18006-12G01004
Pasig City
04-Feb-21
International Role - No - Only National applicants will be considered.
2+ Years

*Please submit your CV in English.

PURPOSE OF POSITION:

This position ensures that the Global Centre (GC) Faith and Development (F&D) team is able to deliver on its strategic priorities and contribute effectively to the WV Partnership’s Global Strategy by providing administrative support to the Partnership Leader and Leadership Team. The Operations Assistant will work with the Faith & Development group providing support in areas of coordination, administration, scheduling, planning, on-boarding, and reporting. The Operations Assistant will closely collaborate with the Knowledge Management (KM) Advisor on developing and maintaining Faith & Development internal and external knowledge platforms as well as keeping F&D Community of Practice informed and abreast of most recent developments, resources and events via regular and professional communication.

KEY RESPONSIBILITIES:

Administrative Support for the Operations of the broader F&D Team:

  • Microsoft Teams pages or channels are set up and managed; org charts and key team documents are properly organized.

  • Full support of virtual meetings provided: hosting Zoom calls, doing minutes, taking notes, distributing materials, recordings, etc.

  • Logistics support for in-person team meetings provided: booking travel, arranging accommodation & visa support, managing vendor contracts, purchasing of meeting supplies & food, etc.

  • Basic project management support for external events provided: scheduling, following up with speakers, sending out briefs, etc.

  • On-boarding for new team members is complete: orientation schedule, new equipment & credit card orders, setting up internal accounts, trainings, etc.

  • Time-keeping and vacation calendar tracking is maintained & updated.

  • Invoices are tracked, contracts with vendors are organized, payment are made on time, records are organized and readily available.

  • Preapproval forms are created annually, expenses received and monitored via settlement advice monthly.

Information Management Support in Collaboration with KM Advisor:

  • F&D wvCentral pages are well maintained: steps of uploading, sorting, tagging, filtering, and linking of relevant information are performed on a regular basis.

  • F&D landing pages are regularly updated with new publications.

  • F&D mailing list is updated on a regular basis on all relevant platforms: Outlook, MailChimp, Poppulo and MS Teams.

  • Community of Practice (CoP) monthly newsletter is designed (materials & information from contributors are collected), collated in Poppulo, formatted, and disseminated to respective CoP’s.

  • CoP calls are planned and prepared: invitations, agenda, presentations, etc.

  • Assistance provided in setting up survey forms and/or registration forms for CoPs and key stakeholders in MS Teams or other platforms.

  • F&D related webinars are set up and executed, any recording & resource materials are distributed.

  • Assistance provided with analysing, consolidating and creating meaningful reports, presentations and other documentations to be placed on their corresponding platforms as advised by KM.

Planning & Coordination Support to the F&D Partnership Leader:

  • Assistance with creating, consolidating and formatting PowerPoint presentations for internal and external events.

  • Assistance with calendar & scheduling, virtual meetings set up, supporting documents preparation.

  • Assistance with booking travel, accommodation, visa support.

Other duties as needed:

  • Other duties may be assigned by the supervisor based on the priorities and needs of the broader F&D team.

KNOWLEDGE, SKILLS AND ABILITIES:

  • 3-5 years of administrative support experience in a global, multi-sectoral and multi-national organization.

  • Strong organizational & follow through skills; good analytical and problem solving aptitude.

  • Excellent project management skills, attention to detail and focus on delivery.

  • Excellent verbal and written communication skills; experience with writing reports, summaries, briefs and newsletters.

  • Proven experience with managing calendars and schedules, setting up & running virtual meetings, organizing & supporting in-person events.

  • Experience with working on diverse multicultural teams and proven ability to communicate with people from various organizational levels.

  • Resilience and ability to work independently in a fast pace environment with competing priorities and multiple stakeholders.

  • Proficient use of Microsoft Office: Word, Excel, PowerPoint, Outlook.

  • Diligence and ability to focus on repetitive technical tasks with the process improvement aptitude.

  • Deeply devoted to his/her relationship in Christ through prayer, Bible study, and involvement in the local church.

  • Bachelor’s degree, preferably in Communications, International Development, Leadership or other related fields.

  • Solid working knowledge of following applications: MailChimp, Poppullo, Microsoft Teams, SharePoint and Zoom.

  • Ability and willingness to work flexible hours (including early morning or late night calls) when necessary to accommodate any time difference between self and manager/other colleagues.

  • High proficiency in spoken and written English.

Preferred:

  • Good working knowledge of document formatting and basic graphic design.

  • Experience with working remotely and on dispersed teams.

  • Experience with basic accounting and reading financial reports.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically or internationally up to 5% of the time.