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Executive Coordinator, Reg. Leader & Senior Ops. Director

11581-13R01013
11-Oct-18
International Role - No - Only National applicants will be considered.
1-2 Years

PURPOSE OF POSITION:

To provide an efficient secretarial, administrative and advisory support services to the Regional Leader (RL) and Senior Director of Operations (SDO).

KEY RESPONSIBILITIES:

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.

Travel Coordination:

  • 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.

Reporting:

  • 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.

Other:

  • 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.

  • Cross-cultural sensitivity.

  • Strictest ability to handle confidentiality.

  • Qualification in Administration or Management.

  • Good proficiency in English.

Work Environment/Travel:

  • The position requires ability and willingness to be on call for 10% of the time.

  • Travel required: less than 5%