Administrative Assistant Job at World Vision Kenya
Job Description:
Reporting to the Executive Assistant & Board Liaison, the Administrative Assistant position provides routine administrative support to the WVI board, the Partnership Leader for Global Governance Compliance (PL for GG&C), and general support to the Global Governance & Compliance team on day-to-day administrative duties such as facilitating hotel, conference and travel arrangements, organisation of business and office functions.
Support to WVI Board (50%)
- Coordinate travel for board members before and after board meetings, including coordination of travel for the board during meetings. Liaise with the Executive Assistant and WVI Board Liaison to ensure that all travel reimbursements and direct charges are approved and processed.
- Provide logistical support to the WVI board Chair. This includes travel booking and other administrative support that may be required;
- Manage the WVI board data base including uploading board documents and ensuring that the data base is well organised;
- Provide administrative oversight to the WVI Board database including contact information, bios, photos, resume, etc. and ensure WVI board records and all information is up-to-date.
- Liaise with the Compliance team to ensure that the updated Partnership Board Policies are posted on the WVI policies site;
- Routine correspondence with board members relating to logistical arrangements;
- All WVI board administrative functions relating to the planning of board meetings
Support to the Partnership Leader for GG&C (30%)
- Support the PL in managing leave schedules for her direct reports, approving absences and timesheets in consultation with the PL and offering time tracking support to non- exempt US based staff in the team.
- Coordinate all aspects of PL’s travel – including travel arrangements, connections and road transportation, accommodation, visas, security and safety requirements, potential insurance issues and medical requirements for specific locations e.g. vaccinations.
- Coordinate travel with various host locations to ensure the itinerary is well structured to meet the Executive’s needs and those of the stakeholders with which she will be meeting. This will involve working with a range of stakeholders and different cultures and countries. It is critical that the incumbent is culturally aware and sensitive to different styles, languages, approaches and practical issues like time differences
- As required, support the Executive Assistant and Board Liaison in organizing internal and external events and functions.
- Facilitate procurement of required office equipment, services and supplies in liaison with finance and officers responsible for cost centres under the PL’s authority.
- Monitor the Chair transitions in the National Offices Boards and ACs and ensure that the new Chairs receive welcome letters signed by the CEO and Board Chair, the outgoing Chairs receive Certificates of Appreciation
Coordination of Global Governance & Compliance (20%)
- Provide administrative support and coordination for the GG&C Leadership Team in order to equip the PL to efficiently manage multiple departments with a complex array of objectives and deliverables.
- In coordination with the Executive Assistant and WVI Board Liaison who manages the Executive’s calendar, schedule bi-weekly catch-up calls with the direct reports, midyear and annual reviews to ensure the KPIs are continuously monitored.
- Coordinate with the Executive Assistant and WVI Board Liaison to schedule quarterly calls with other leaders, to enable the PL to oversee implementation of assurance mechanisms for the Partnership
- Liaise with the key team members and set up meetings with the Global Governance team, in consultation with the Executive Assistant and WVI Board Liaison.
Required Professional Experience:
- At least 3 years’ experience in an administrative support role for a busy office;
- Previous experience in supporting boards will be an added advantage;
- Experience in coordination of executive meetings and logistical support for meetings
- Experience in international travel coordination is highly desirable
- Ability to provide responsive customer focused support
- Project Management skills highly desirable
- Specific Skills and Abilities:
- Excellent verbal and writing skills;
- Skilled in WVI systems and procedures as relates to office administration is preferred;
- Strong analytical skills and ability to synthesize complex and sensitive issues;
- Takes initiative with good judgment and decision-making to handle work flow;
- Ability to prioritize demanding and sometimes stressful schedule;
- Self-directed and able to handle multiple tasks efficiently;
- Flexible and adjust to rapidly changing priorities;
- Excellent people skills and able to work effectively in a multi-national environment;
- Strong end results orientation with process improvement approach.
- A university degree in Administration, Communications, Public Relations or related and transferable field of study required.
- Additional qualifications in Business Management and Project Management will be a bonus
- Proficient with Microsoft Office applications (Word, Powerpoint, Excel, Outlook)
- Must be fluent in English, with strong language capabilities and understanding
- Able and willing to travel domestically and/or internationally up to 10% of the time