Talent Acquisition Administrative Assistant



To provide a wide range of administration and coordination duties for Leadership level recruitment, new hire paperwork, GC US based timekeeping and budget support for the broader Talent Management, Diversity & Employee Relations team. This position will liase with applicants, national and regional offices, and other WVI departments as needed ensuring smooth and efficient processing occurs for positive leadership candidate experiences and areas of responsibility.


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.

Leadership Search Coordination:

  • Manage the logistics, coordination, expense reimbursement and travel of panel interviews (panelists & candidates) for National Director (ND) and senior and above leadership searches. Also support leadership new hire orientation and paper work submission. Provides administrative support as needed to the Talent Management, Diversity & ER leadership team.

Budget Management:

  • Oversee the Talent team budgets (e.g. 4 separate budgets) by processing expenses, vendor contracts and invoices. Ensuring monthly reconciliation is completed in a timely manner and reporting variances/reallocation as required. Issue SA pre-approvals and review/process monthly SA's. Support annual budget process as needed.

  • Follow up with various offices on timely submission of monthly/quarterly expenses for staff located outside of the US (i.e. Support, Regional, National offices – employee and Finance Director.

  • Processing, tracking and reporting of international recruitment charge backs to National Offices. Communicating with HMs about the charge back process as needed.

Team Support as Required:

  • Coordination & scheduling of Talent team quarterly calls; orientation & training for new team members; monitor, maintain & update Talent team reference docs as needed (e.g. Contact lists, Org charts, team vacation calendar); point of contact for GHRAP; tracking of IT equipment for the team.


  • Accountable for on time submission of US-based timekeeping records and data base entry for Talent Management, Diversity & ER team (Talent team);

  • Tracking of vacation/PTO/Sick time for the Talent team.



  • College or University degree or equivalent experience in Human Resources or Recruitment function preferred.

  • Minimum five years of experience working in a multi-stakeholder environment in a fast paced environment.

  • Strong inter-personal skills and demonstrated experience of influence with non-reporting relationships and authority.

  • Proven IT skills (i.e. MS word, Excel, PPT, webex) and ability to work with virtual teams.

  • Ability to effectively communicate with many different functions, cultures and levels in the organization (orally and in writing).

  • Committed to World Vision's objectives, ethos, core ministries, Mission Statement and Core Values is mandatory.

  • Strong attention to details, prioritization of work flow/processes and passion for work excellence.

  • At least three years budget or finance experience.

  • Highly flexible and motivated by working in a supportive role.


  • DDI Targeted Selection certified.

  • Excellent organizing, planning, implementing and coordinating skills.

  • Previous experience with World Vision.

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