Title: Executive Assistant
Reports to: Chief of Party- ENSURE
Purpose of the Position:
To provide programming, administrative networking and coordination, planning support to the Chief of Party in order to maximise program efficiency and effectiveness.
To give full administrative and secretarial support to the Chief of Party. This includes diary management and supporting him/her in their effective time management. In addition, the post-holder will be required to review, prioritise and action incoming and outgoing correspondence (both paper and email) with/for the Chief of Party.
To deal with enquiries on the Chief of Party’s behalf. Acting as the first point of contact, deal professionally and promptly with external and internal enquiries or requests, liaising when necessary with other members of staff and/or external contacts. Represent World Vision with integrity and when necessary to articulate World Vision’s vision, mission, core values, and its work.
To assist the Chief of Party in prioritising and dealing with various work tasks and assignments. For example, gathering of information, collating and preparation of papers, reports, etc.
To manage the administration of selected meetings and conference calls. This includes planning, agenda preparation, collation and distribution of papers, attendance, minute taking and distribution, and action item follow up/reminder. All of these to be done accurately and in a timely manner.
Assist the Chief of Party in maintaining good relations with external contacts and networks. To manage the administration and organisation of selected events and conferences (e.g., retreats, away days, hosting of World Vision partnership or external meetings, both on and off-site). This includes coordination of travel and other logistical arrangements with participants, venue preparation, accommodation, and assistance with papers or other materials. To arrange schedules for and host visitors to meet the Chief of Party from other World Vision entities and/or other organisations. Attend external meetings and take notes when requested.
To manage the planning, preparation and arrangements for the Chief of Party’s international and domestic travel. This includes travel bookings, itinerary preparation, liaison with relevant World Vision offices, obtaining visas, advance and settlement of expenses, and distribution and follow up of trip reports.
Draw up monthly departmental budget plan in consultation with the relevant departments.
Qualifications and Skills:
Diploma in Administration or Higher National Diploma in Secretarial/Executive Secretarial Studies.
Minimum of four years’ experience in administration and office management services preferred
Extensive administrative and secretarial experience, at senior management level.
Outstanding office skills including typing and telephone skills.
Excellent communication and interpersonal skills.
Ability to draft communications, writing and editing letters, reports, articles or e-mails and ensuring collation of responses and follow up on all communications.
Ability to handle confidential or sensitive information.
Ability to identify and analyse situations and/or issues, on regular basis to solve problems.
The person must have a high level of independence, show initiative, have the ability to make decisions and be highly motivated. .
Excellent organisational skills, and ability to plan pro-actively
Ability to prioritise and deal with high volume of activities concurrently without losing focus.
Ability to complete tasks in a timely, cost-effective way.
Ability to work within a Christian framework and be sensitive to its various expressions across cultures and denominations.