Role overview
What you'll be stepping into
Job Description:
Reports to: National Director
Key Result Areas:
Administrative Support to the National Director
Manage and prioritize the National Director’s calendar, including scheduling meetings, appointments and travel arrangements.
Prepare and edit correspondence, communications, presentations, and other documents on behalf of the National Director.
Ensure all administrative activities run smoothly and efficiently to support the National Director’s work.
Respond to emerging situations proactively, as and when required.
To coordinate the SLT members and key visitors’ schedule of appointments, meetings, and other business functions.
To maintain the NDs office files, ensuring the confidentiality of all documents.
Set up Zoom and Skype meetings and take minutes during meetings and distribute, as required.
Follow up and document official communications with Government and other partners.
Communication and Liaison
Serve as the primary point of contact between the National Director and internal/external stakeholders.
Facilitate communication and collaboration with the leadership team, staff, and external partners, ensuring information flows effectively.
Draft and review communications to ensure consistency and alignment with World Vision’s mission and values.
Managing logistics, guest lists and event schedules.
Provide support in tracking/managing leave for SLT Members and their direct reports.
Support in updating and follow up of Microsoft Team online collaboration platform led by SLT members.
Assist in scheduling performance review meetings with SLT member’s direct reports as well as collating supporting documentation for the review meetings.
Schedule regular catch up meetings with SLT direct reports.
Meeting Coordination and Documentation
Organize and coordinate meetings for the leadership team and other key events.
Prepare agendas, materials, and take accurate minutes during meetings.
Follow up on action items and decisions from meetings to ensure they are implemented.
Manage the National Directors calendar, and in consultation with the SLT maintain a calendar of key events.
To develop, set up and document office administrative systems related to: filing of documents, records management, and communications while ensuring confidential matters are handled promptly and efficiently.
Provide support towards organization of Senior Leadership Team (SLT) Meetings.
Follow up on key processes from the SLT and other relevant Team working group meetings.
Project and Event Management
Assist in the planning and execution of special projects and events led by the National Director’s office.
Coordinate cross-functional teams to ensure projects and events are delivered on time, within scope, and with high quality.
Monitor project progress and provide regular updates to the National Director.
Plan SLT members' field visits in consultation with the respective Program Directors or Regional Program Managers.
In liaison with the Legal, Governance and Compliance Manager, coordinate Board field visits.
To coordinate travel plans and arrangements in coordination with the different departments, including flight bookings, shuttle arrangements and accommodation for all guests.
Coordinate joint board field visits between Vision Fund and World Vision.
Office Management and Operations
Oversee the smooth operation of the National Director’s office, including office supplies, equipment, and facilities.
Manage budgets and expenditures related to the National Director’s office.
Manage office supplies, equipment, and facilities to ensure a productive work environment.
Manage logistics, guest lists, and event schedules.
Governance and Board Administration Support
Maintain and update Directors’ files, ensuring that all governance records, declarations, appointment documents, CVs, identification documents, and statutory records are complete, current, and securely maintained.
Support the Legal, Governance and Compliance Manager in coordinating Board and Board Committee meetings, including scheduling meetings, preparing logistics, circulating notices, agendas, and meeting packs.
Track Directors' declarations of interest, annual disclosures, and governance compliance documentation.
Support the maintenance of statutory registers and governance records in accordance with organizational policies and legal requirements.
Organize board meeting venues, logistics, and reimbursements for fare and data.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Bachelor’s degree in Business Administration, Communications, Management, or a related field
Professional certifications such as Certified Administrative Professional (CAP) are a plus
Significant experience in administrative roles, preferably as an Executive Assistant or in a similar capacity supporting senior executives.
Proven track record of managing schedules, handling correspondence, and maintaining office records efficiently.
Excellent verbal and written communication skills.
Strong command of the English language.
Proficiency in Office Software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience handling sensitive information with confidentiality and discretion.
Experience in troubleshooting and resolving office-related problems. efficiently.
Ability to adapt to changing priorities and handle unexpected tasks with ease.
Ability to navigate and manage relationships effectively.
Must have experience in working with senior management personnel and in a team-oriented environment including working for more than one line manager will be an advantage.
Maturity to deal with competing priorities, complexities and handle very confidential information professionally.
Must be a Practicing Christian and an Active member of the Church.
Female Candidates are encouraged to apply.
How to apply