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Executive Assistant at World Vision February, 2020 Job Description
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Purpose of the position:

To perform a supporting role to the National Director (ND) by effectively and efficiently executing, organizing and coordinating all activities of the National Director. This includes providing administrative support to the functions within the Office of the National Director. The incumbent will all be responsible for ensuring that the Governance function is well coordinated.

Observe mission and core values of World Vision and demonstrate a quality of spiritual life that is an example to others

Major Responsibilities: (please define in output format – 1-5 things of what you expect to see as a result of this position)

Strategic Support

  • Consolidate monthly reports from the Divisions and ensure that the ND’s performance agreement are implemented and reported.
  • Coordinate and participate in strategic planning and review meetings and record the proceedings in SMT and TMT meetings to ensure follow-up on issues raised.
  • Manage the action tracker for the agreements made during the Senior Leadership team meetings
  • Participate in the process of budgeting for the National Director’s Office

Manage, plan and coordinate the ND’s calendar.

Support to the Governance Function

Board Management and Development

  • Work with the Governance and Legal Advisor to organize, facilitate and coordinate the Board Subcommittee meetings to ensure they take place before the full Board meetings.
  • Ensure that the National Director and the Board Cahir meet regularly
  • Participate in planning and organizing Board field trips to WVT project sites to help deepen Board members understanding of WV’s ministry.

Organizing and coordinating logistics/venue for scheduled performance reflections meetings, capture and make follow up on action points.

Administrative Support

  • Drafting of communication, correspondences, and updates on WVT Ministry/ roles to other entities.
  • Establish and maintain filling system for correspondences related to ND/IPD’s offices.
  • Handle Logistics (ground, air transport, meeting venue and accommodation) preparation for meetings/workshops/training for ND/IPD’s Office
  • Provide wide range of support services to the National Director’s Office. Eg. Retirements (Gems, Cigna and Concur)

Ensure cost effective office management by managing resources and minimizing waste.

Performance Management

  • Support the ND to compile and analyze the performance management reviews of the WVT Leadership team as cascaded from the ND.
  • Contribute to a culture conducive to the achievement of transformation goals by participating in Nedbank Culture building initiatives.
  • Contribute to a culture conducive to the achievement of transformation goals by participating in Nedbank Culture building initiatives.

Lead/participate in assignments as allocated.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

  • Minimum Qualification required: Bachelor’s Degree in Development Studies, Business Administration and Law
  • Experience: Minimum of 5 years International NGO experience in a similar role and with atleast 2 years’ experience in corporate governance
  • Technical Skills & Abilities:
  • Computer skills
  • Good planning and organizational skills
  • Excellent communication skills both English and Kiswahili
  • Ability to maintain effective working relationships with all levels of staff, WVT Board and other stakeholders.
  • Governance, Risk and Controls
  • High level of confidence and confidentiality
  • Ability to work independently with minimal supervision.

Working Environment / Conditions:

  • Work environment: Office-based
  • Travel: 10% Domestic/international travel is required.
  • On call: 10%
Deadline 08-Mar-20

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