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Talent Acquisition Administration Assistant



To provide administrative and coordination support to the Talent Acquisition Specialists and to liase with applicants, hiring offices and the WVI Partnership. This position will ensure that smooth and efficient processing occurs for both internal and external candidate experiences.


Talent Acquisition Administration:

  • Perform diversified administrative and coordination duties that involve complex information.

  • Answer general inquiries relating to vacancies.

  • Assist assigned Talent Acquisition Specialists (minimum of 3) with maintaining, monitoring and updating applicant tracking system and other databases as required.

  • Schedule and contribute to Talent Acquisition team meetings, project meetings, and conference calls.

  • Participate in projects as necessary and requested.

  • Miscellaneous tasks, projects and assignments as needed.

  • Coordinate background screening (e.g. police, child protection, etc.) for short-listed candidates as required.

  • Manage logistics and coordinate panel/field interviews for short-listed candidates with hiring managers (e.g. manage interview schedules, travel and related procedures).

  • Complete Pastoral Reference Checks (email preferred).

Tracking/ Reporting:

  • Track, manage and communicate applicant flow (applicants screened, PSQ.s requested)

  • Maintenance of candidate pipeline data.

  • Monthly SET report updates.

  • Orientation and Onboarding:

  • Manage the receipt and processing of New Hire paperwork and making follow ups as needed (e.g. medicals, visas, travel, storage, paperwork, orientation to HR policies).

  • Partner with Talent Acquisition Specialists to ensure Partnership-level new-hire orientation is provided to new hire prior to in-country arrival.

  • Sends all complete paperwork to records.

  • Initiate all background checks for all US based employees.

  • Collect & file I-9’s for all US based employees.

  • Collect and file background checks for all US and non-US based employees.

  • WVI New Hire Paperwork and PAF approval:

  • Collection of all WVI New Hire paperwork from Talent Acquisition Administrators; track receipt of New Hire Paperwork and submission to records completed files; follow-up on missing/incomplete files with Admins and/or new hire.

  • PAF approval for all new hires only and return PAF for correction if not submitted properly.


  • Back-up support as needed.

  • Other duties as assigned.



  • Requires Bachelor’s degree or equivalent of 5 years of on the job training in office administration.

  • Understanding of applicant tracking systems.

  • Basic knowledge of social media e.g. Linkedin, Twitter and Facebook.

  • Prior Human Resources or Recruitment administrative experience is preferred.

  • Experience in Electronic Mail, Lotus Notes, PowerPoint presentations and Microsoft Excel is required.

  • Strong oral and written communication skills with ability to handle extremely confidential and sensitive information.

  • Ability to complete a variety tasks in an organised and adaptable manner.

  • Ability to handle multiply projects or priorities.

  • Mature Christian who models Christian behaviors in dealing with others.

  • Highly flexible and motivated by in a supportive role.

  • Ability to represent the Talent Acquisition team when they are out of the office. i.e. Professional handling of inquiries.


  • Excellent organizing, planning, implementing and coordinating skills.

  • Proven ability to multi-task.

  • High attention to detail.

  • Strong analytical, problem solving time management, negotiation and administraive skills.

  • Previous experience with World Vision.

  • Previous experience in booking international travel and obtaining required entry visas strongly preferred.