WVV Executive Assistant

19567-13N01020
Thu Do Ha Noi
Quan Hoan Kiem
01-Oct-21
International Role - No - Only National applicants will be considered.
2+ Years

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organization working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 19,000,000 (FY20) with funding from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 430 staff, of which more than 99% are Vietnamese nationals.

In FY20, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North1 (Hoa Binh and Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa, Hung Yen, Hai Phong), Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s AP usually focuses within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

PURPOSE OF POSITION:

Providing a comprehensive, confidential and professional support service to the National Director in all aspects concerned with the efficient and successful operation of the office of the National Director.

KEY RESPONSIBILITIES:

I. Accountability & Quality Assurance

Manage and monitor National Director’s (ND) diary, phones, emails and correspondence, including responding on ND’s behalf as appropriate

Respond and advise efficiently to all electronic or verbal enquiries for the ND in appropriate manner.

Perform general clerical duties to include but not limited to: photocopying, mailing and e-signing with office seal

Ensure a confidential and efficient filing system for the ND and his office, especially for all critical documents and minutes.

Decides when conference or meetings with department heads is necessary or which staff employee to see regarding office, clerical, technical or related problems.

Ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the ND’s office.

Setup ND's travel arrangements, logistics, souvenirs, detail agenda and relevant supporting documents.

Maintain ND's calendar, including leaves approval process.

Assist ND in managing social activities / responsibilities related to work: funeral, wedding, birthdays, etc. of staff, partners, government officials, etc. and their families.

Prepare and maintain ND's financial advance and expense reports, including billings and credit card settlement if any.

Setup and coordinate meetings and conferences of Senior Leadership Team, and related ND’s meetings.

Create, transcribe, and distribute meeting agendas and minutes.

Sign for all official incoming letters and packages addressed to ND and take follow-up actions timely.

Organize research, price, and purchase furniture and supplies for National Director’s office

Review all inquiries, documents for ND’s signing to meet the acceptable standard and requirements

Support to ND in relation to its role as Board Chair of Micro Finance Unit / Vision Fund in Vietnam

Coordinate ad-hoc, project-based work as assigned

II. Networking & Coordination

Become liaison of communication amongst SLT, Departments, Units, Zonal, Area Programs and I/NGOs

Assist ND in communicating with the Micro Finance Program Board.

Plan and implement hospitality arrangements for the ND, including provision of hospitality for ND’s visitors

Coordinate the smooth flow of information for the ND during the strategy development and planning process including action monitoring to achieve deadlines and milestones

Coordinate national / town-hall meeting in relation with other SLT

Coordinate the ND’s speech materials for internal and external event, with relevant SLT/ depts.

III. Management & Leadership

Provide technical assistance to ND to monitor the implementation of follow up and decisions agreed at SLT meeting

Consolidate quarterly reports from various departments and submit timely

Build and maintain positive spirit of working in team with other staff in respective units and departments

Facilitate and supportive in the practice of spiritual discernment and prayer

Knowledge, Skills, Abilities:

(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

Education

Preferably bachelor degree in administration, business, management or diploma in secretary. Knowledge & Skills

Excellent organizational skills

Excellent communication skills, both verbal and written

Thorough knowledge and skill of Microsoft Office and MSTeams

Ability to deal with strict confidential information.

Fluent in English, both verbal and written [min. International English Language Testing Centre (IELTS) score 7, or equivalent]

Experience

Minimum 3 years professional experience in secretary administration

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.