PURPOSE OF POSITION:
To provide an efficient secretarial, administrative and advisory support services to the Regional Leader (RL) and Senior Director of Operations (SDO).
Oversee and Manage Administrative and Logistical Support for RL and SDO:
Coordinate the RL and SDO schedules of appointments, meetings, and other business functions.
Take RL and SDO minutes as needed and follow up on action items with NDs and Senior Leadership as required.
Sets up telecons and Webex meetings and minutes taken during meetings and distributes, as required.
Develops, sets up and documents office administrative systems related to: filing of documents, records management, communications (e-mail, telephone, fax, and correspondence).
Receives, screens and processes incoming and outgoing communications; ensuring that confidential matters are handled promptly and efficiently.
Maintain individual as well as team RL and SDO’s office files, ensuring the confidentiality of all documents.
Provides support towards the organisation of meetings with direct reports and various leadership meetings that are chaired by the RL and SDO.
Assists with the preparation of internal and external presentations for the RL and SDO as required.
Provides support for regional working group leadership team meetings. This may involve documentation, coordination, analysis and action planning.
Requests payments and ensures that all relevant service providers in the RL and SDO offices are paid.
Manages procurement requisitions, repairs and settlement for RL and SDO offices in coordination with Support Services.
Follows up on key processes from RL and SDO meetings and relevant Regional Leadership Team working group meetings.
Manages all travel plans for all RL and SDO: makes flight, hotel, shuttle and forex bookings.
Coordinates travel plans and meetings in sync with the RL and SDO’s calendars, including arranging accommodation and travel bookings for guests.
Prepares reports from the RL and SDO Offices.
Work with RL and SDO’s direct reports to collate and analyse accomplishments of RL and SDO’s objectives in the RL and SDO meeting, on a quarterly basis.
Works with the RL to ensure that key action items from Board and AC meetings requiring RL's involvement are addressed and/or actioned as required. Record meetings and follow up action items with relevant parties.
Information Management Support:
Communicate on behalf of the RL and SDO with key constituents.
Respond to routine Partnership Office and NO issues as appropriate. Determine which issues need to be referred to the relevant party and provide appropriate briefing and pertinent documentation.
Database content management – update functional databases as required.
Provide synthesis and analysis of documentation submitted to the RL and SDO providing relevant recommendations.
Identifies, develops, and initiates solutions where precedents and procedures may not exist.
Prepare speeches and presentations for the RL in consultation with communications. This includes biannual reports for WVI board, etc.
Maintain sensitive and confidential information in electronic and paper form and extract, analyse, interpret, and display the data as required.
Assemble and categorize facts and figures for written computation and calculations.
Locate and compile information and formats reports, tables, records and other sources of information.
Take initiative to meet needs relative to the NOs, Regional Directors and Advisors for information and/or guidance where needed.
Use personal initiative to ensure efficient and effective functioning of the RL and SDO offices.
Attend and participate in Christian devotional meetings and chapel services.
Support initiatives outside the region as required.
Provide support in tracking/managing leave and contracts for RL and SDO’s direct reports.
Assist in scheduling performance review meetings with RL and SDO’s direct reports as well as collating supporting documentation for the review meetings.
Other reasonable tasks as assigned by the RL and SDO.
KNOWLEDGE, SKILLS & ABILITIES:
A Bachelor’s Degree in administration, management or project management, transferable to the job requirements.
A minimum of 5 years’ experience and competency in professional administrative duties and support.
Proven experience working with highly confidential and sensitive information supporting senior or executive management or members of a Board.
Must have experience in working with senior management personnel and in a team-oriented environment. Experience working for more than one line manager will be an advantage.
Maturity to deal with competing priorities, complexities and handle very confidential information professionally.
Willingness to affirm the Christian principles and core values of World Vision.
Strong organisational and interpersonal skills.
Ability to multi-task.
Be a quick learner.
Excellent communications skills, both verbal and written.
Problem solving skills.
Strong Knowledge of all MS office applications.
Strictest ability to handle confidentiality.
Qualification in Administration or Management.
Good proficiency in English.
The position requires ability and willingness to be on call for 10% of the time.
Travel required: less than 5%