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Knowledge Management Coordinator/NY Office Admin.

New York


This position is a matrix reporting role, with 65% of capacity dedicated to Knowledge Management (KM) for External Engagement and 35% to Office Administration in the New York Global Capital Office.

Knowledge Management External Engagement:

The new Partnership Strategy recognises that quality external engagement will be a core approach towards achieving our strategic objectives around impact, influence and income. The Strategy recognises that we need to improve the breadth, depth and quality of WV’s external engagement at all levels. The Knowledge Management Adviser will support the Senior Adviser, External Engagement, in developing and operationalizing an External Engagement Community of Practice which will enable coordination, collaboration, and sharing of resources and best practices across teams and geographic entities involved in external engagement, building skills and promoting a culture of excellence. This will entail comprehensive gathering of information from external engagement stakeholders, drafting guidance, best practice and communication resources and promoting these to encourage learning. The Knowledge Management Adviser will also support the Senior Adviser, External Engagement in analyzing and reporting on external engagement outcomes and impact using data drawn from external engagement metrics and global relationship management systems. This analysis will demonstrate the contribution of external engagement to the World Vision Partnership’s overarching strategic goal. The Knowledge Management Adviser will manage with WV Central External Engagement page and its contents.

Office Administration.

The New York office is a World Vision Global Capital. As such, it is a very important hub for engaging the UN system, our primary external “target” in NY. The office hosts external and internal meetings in relation to our agenda for the UN, and engages UN missions, UN agencies and other stakeholders and partners. It is an exciting setting, and requires active and competent administrative support to ensure that our internal and exteral objectives are met.

For the Administrative part of this role, the KM Advisor will report to the Director, Policy and External Engagement.


  • Contribute to the development of a culture of learning and improvement within the external engagement community for adoption, replication and scale up of internal and external best practices.

  • Support systematic collection, documentation, reporting on and sharing of global external engagement activity.

  • Manage relationships with external vendors for office maintenance, phones, photocopier and misc. supply stocks; facilitate guest entry; maintain pleasant office appearance; answer/transfer calls as needed; manage in/outgoing mail; scheduling conference rooms; support office visitors; light support to New York team with internal/external events logistics.

  • Administrative assistance to Poiicy and External Engagement Director and Advocacy and Campaigns Director; e.g., arrange and coordinate meetings/events; take meeting minutes on occasion; occasional projects, etc.


  • Bachelors degree in relevant area - development. international relations, social sciences, communications, Knowledge Management.

  • Capacity to manage large volumes of information, summarize it and package it for communication with different groups of stakeholders.

  • Strategic, creative, pragmatic and innovative thinking.

  • Min 3 years’ experience in relevant field (external engagement, advocacy and/or communications).

  • A successful track record in coordinating / managing and communicating information in a large and complex environment.

  • Strong project management experience with excellent analysis, writing, documenting & editing skills including high competency in Microsoft Excel.

  • Experience of working in a complex, international and cross-cultural environment.

  • Ability / experience influencing people to achieve mutually beneficial outcomes.

  • Effective in written and verbal communication in English.

Preferred Skills, Knowledge and Experience:

  • Competency in Smartsheet management systems would be an advantage.

  • Understanding and willingness to provide high quality administrative support.

  • Practical external engagement experience.

  • Good knowledge of monitoring and evaluation methodologies.

  • Experience in producing curriculum, case studies, analysis and substantial reports.

  • Experience mobilizing stakeholders and influencing decision makers.

Work Environment/Travel:

  • The role may require one international trip per year to participate in External Engagement internal planning meeting.