Regional Vice President’s Executive Advisor job with World Vision - Kenya
Description
To provide a wide range of management and administrative support services for the office of the Regional Vice President that ensures efficient functioning of the office and effective communication with stakeholders.
Key Relationships
Internal:
Regional Vice President, Office of WVI President, Offices of WVI Senior Vice Presidents (SVP), Offices of WVI Vice Presidents (VP), Offices of other Regional Vice Presidents(RVP), Regional Leadership Team & relevant sub-teams, Regional Staff, Office of Senior Director of Operations (SDO), National Directors (ND)
External:
Government officials, Officials of regional and sub-regional agencies, Diplomatic corps, Church leaders, Senior executive of peer organisations
Management - 15%
Manages the Administrative Officer providing work assignments, performance management with matrixed managers, and ensuring minimum standards
Develop, set up, and document office secretarial systems related to: filing of documents, records management, communications (email, fax, and correspondence), supplies management, and basic office services
Manage procurement, finance, travel advance requisitions and settlement for RVP Office in coordination with Support Services
Conduct approvals on behalf of RVP as designated
Communication - 20%
Prioritizing RVP's confidential mail, email, faxes ensuring that urgent and sensitive matters are handled promptly and efficiently
Communicate on behalf of the RVP with key constituents
Respond to routine Partnership Office and Field issues on behalf of RVP as appropriate. Determine which issues need to be referred to supervisor or delegated to others and provide appropriate briefing and pertinent documentation
Take initiative to meet needs relative to the field / Global Centre for information / guidance
Facilitate effective information dissemination from the RVP Office
Prepare reports from the RVP Office
Prepare speeches and presentations for the RVP in consultation with communications
Facilitate regular communication for RVP with Support Office CEOs and key Global Centre VPs
Coordination and Accountability - 10%
Provide leadership to program planning, and administrative and logistics functions for Regional Forums and Annual Directors' Conferences and related events
Provide synthesis and analysis of documentation submitted to the RVP providing relevant recommendations
Provide communication link between the RVPs, GOLT and SVPs
Provide communication and coordination link between RVP and various VPs at Global Centre
Coordinate Regional-based meetings
Coordinate team meetings for RVP direct reports
Coordinate administrative support towards organization of meetings convened by the RVP
Follow up on key processes from the relevant Regional Leadership Team working group meetings.
Assist RVP in providing line management support to the teams of his/her direct reports
Coordination of Itineraries / Schedules and Travel - 10%
Maintain travel and leave schedule for RVP direct reports
Maintain RVP appointments, meetings, tele conferences and telephone calls
Arrange for RVP's travel including preparation of meeting dossiers
Plan RVP field visits in consultation with the respective National Directors
Coordinate approval of leave and travel for RVP direct reports
Information Management - 15%
Coordinate the screening and submission of new National Office (NO) Board / Advisory Council member documentation for approval by the VP
Maintain NO Board / Advisory Council records
Coordination of Coaching for Performance Activities for RVP direct reports
Provide research and documentation for RVP internal and external presentations
Receive and compile quarterly management reports and biannual reports to the WVI Board on behalf of the RVP Office
Review Field Financial Reports(FFR)/Audit reports from each National office. Note items of concern requiring the VP/ Ex Advisor's attention
Facilitate the collection of data for RVP's information needs
Record meetings and follow up action item
Contribute / update to RVPs' Team Room / database
Develop and maintain database for key contacts for RVP Office
Reporting - 10%
Work with RVP's direct reports (ie. Senior Director Operations, Finance Director, People&Culture Director, Strategy Director) to analyse and report on accomplishment of objectives in the RVPs office on a quarterly basis
Work with SDO's office and NDs to provide quarterly reports for Africa to the partnership
Provide biannual reports to WVI Board in consultation with SDO's Office
Stewardship - 10%
Provide support to RVP in his role of approving the strategic allocation of resources across the region
Provide support to the RVP in his role to lead Category III emergency responses
Ensure that RVP is appraised of audit performance across the region
Oversee budgeting and financial reporting for positions that report to the RVP
Coordinate Regional Core Peer Review
Promote the World Vision Way - 5%
Facilitate RVP engagement with internal WV stakeholders
Facilitate opportunities for the RVP to inspire WV staff in the field
Other - 5%
Be up-to-date on the status of key projects, tasks and responsibilities of RVP
Plan and manage special projects as assigned
Use personal initiative to ensure efficient and effective functioning of the RVP's Office
Carry out additional responsibilities and projects as assigned
Attend and participate in Christian devotional meetings and weekly chapel services
Support initiatives outside the region as required
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Educational level required:
A university degree in administration, communications or related and transferable field of study required.
Technical Training qualifications required: Additional qualifications in secretarial or business studies will be a plus
Experience: At least 3 years' experience in a leadership or management role or approx 5-8 years experience in supporting senior executives. Experience working in Africa will be preferred.
Other:
Requires excellent communication skills; writing and editing concise, clear letters, reports, articles or e-mails.
Strategic thinking, decision-making, analyses and problem-solving abilities.
Strong analytical and critical thinking skills to identify problems and develop innovative solutions.
Requires good interpersonal, negotiation and administrative skills. Treating others with respect, regardless of position or function. Good listener
Ability to deal with others in order to reach an agreement or solution; for example, consensus building.
Able to establish and maintain a good rapport and cooperative working relationship with Partnership stakeholders, Regional Leadership and National Directors.
Proven skills in working effectively cross-culturally.
Requires ability to maintain confidentiality.
Strong documentation skills including report writing and minute taking.
Ability to appropriately handle competing requests for the RVPs attention.
Skill at negotiating with various personalities and developing internal and external network of contacts.
This requires strong organizational skills, independent judgment, and the ability to be flexible as the demands and priorities change.
High level of computer literacy / proficiency
Able to travel up to 25% - 30%.
Fully Fluent in English.
Apply for this job at
http://www.devex.com/jobs/oct2009-world-vision-international-regional-vice-president-s-executive-advisor-east-africa-region
To provide a wide range of management and administrative support services for the office of the Regional Vice President that ensures efficient functioning of the office and effective communication with stakeholders.
Key Relationships
Internal:
Regional Vice President, Office of WVI President, Offices of WVI Senior Vice Presidents (SVP), Offices of WVI Vice Presidents (VP), Offices of other Regional Vice Presidents(RVP), Regional Leadership Team & relevant sub-teams, Regional Staff, Office of Senior Director of Operations (SDO), National Directors (ND)
External:
Government officials, Officials of regional and sub-regional agencies, Diplomatic corps, Church leaders, Senior executive of peer organisations
Management - 15%
Manages the Administrative Officer providing work assignments, performance management with matrixed managers, and ensuring minimum standards
Develop, set up, and document office secretarial systems related to: filing of documents, records management, communications (email, fax, and correspondence), supplies management, and basic office services
Manage procurement, finance, travel advance requisitions and settlement for RVP Office in coordination with Support Services
Conduct approvals on behalf of RVP as designated
Communication - 20%
Prioritizing RVP's confidential mail, email, faxes ensuring that urgent and sensitive matters are handled promptly and efficiently
Communicate on behalf of the RVP with key constituents
Respond to routine Partnership Office and Field issues on behalf of RVP as appropriate. Determine which issues need to be referred to supervisor or delegated to others and provide appropriate briefing and pertinent documentation
Take initiative to meet needs relative to the field / Global Centre for information / guidance
Facilitate effective information dissemination from the RVP Office
Prepare reports from the RVP Office
Prepare speeches and presentations for the RVP in consultation with communications
Facilitate regular communication for RVP with Support Office CEOs and key Global Centre VPs
Coordination and Accountability - 10%
Provide leadership to program planning, and administrative and logistics functions for Regional Forums and Annual Directors' Conferences and related events
Provide synthesis and analysis of documentation submitted to the RVP providing relevant recommendations
Provide communication link between the RVPs, GOLT and SVPs
Provide communication and coordination link between RVP and various VPs at Global Centre
Coordinate Regional-based meetings
Coordinate team meetings for RVP direct reports
Coordinate administrative support towards organization of meetings convened by the RVP
Follow up on key processes from the relevant Regional Leadership Team working group meetings.
Assist RVP in providing line management support to the teams of his/her direct reports
Coordination of Itineraries / Schedules and Travel - 10%
Maintain travel and leave schedule for RVP direct reports
Maintain RVP appointments, meetings, tele conferences and telephone calls
Arrange for RVP's travel including preparation of meeting dossiers
Plan RVP field visits in consultation with the respective National Directors
Coordinate approval of leave and travel for RVP direct reports
Information Management - 15%
Coordinate the screening and submission of new National Office (NO) Board / Advisory Council member documentation for approval by the VP
Maintain NO Board / Advisory Council records
Coordination of Coaching for Performance Activities for RVP direct reports
Provide research and documentation for RVP internal and external presentations
Receive and compile quarterly management reports and biannual reports to the WVI Board on behalf of the RVP Office
Review Field Financial Reports(FFR)/Audit reports from each National office. Note items of concern requiring the VP/ Ex Advisor's attention
Facilitate the collection of data for RVP's information needs
Record meetings and follow up action item
Contribute / update to RVPs' Team Room / database
Develop and maintain database for key contacts for RVP Office
Reporting - 10%
Work with RVP's direct reports (ie. Senior Director Operations, Finance Director, People&Culture Director, Strategy Director) to analyse and report on accomplishment of objectives in the RVPs office on a quarterly basis
Work with SDO's office and NDs to provide quarterly reports for Africa to the partnership
Provide biannual reports to WVI Board in consultation with SDO's Office
Stewardship - 10%
Provide support to RVP in his role of approving the strategic allocation of resources across the region
Provide support to the RVP in his role to lead Category III emergency responses
Ensure that RVP is appraised of audit performance across the region
Oversee budgeting and financial reporting for positions that report to the RVP
Coordinate Regional Core Peer Review
Promote the World Vision Way - 5%
Facilitate RVP engagement with internal WV stakeholders
Facilitate opportunities for the RVP to inspire WV staff in the field
Other - 5%
Be up-to-date on the status of key projects, tasks and responsibilities of RVP
Plan and manage special projects as assigned
Use personal initiative to ensure efficient and effective functioning of the RVP's Office
Carry out additional responsibilities and projects as assigned
Attend and participate in Christian devotional meetings and weekly chapel services
Support initiatives outside the region as required
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Educational level required:
A university degree in administration, communications or related and transferable field of study required.
Technical Training qualifications required: Additional qualifications in secretarial or business studies will be a plus
Experience: At least 3 years' experience in a leadership or management role or approx 5-8 years experience in supporting senior executives. Experience working in Africa will be preferred.
Other:
Requires excellent communication skills; writing and editing concise, clear letters, reports, articles or e-mails.
Strategic thinking, decision-making, analyses and problem-solving abilities.
Strong analytical and critical thinking skills to identify problems and develop innovative solutions.
Requires good interpersonal, negotiation and administrative skills. Treating others with respect, regardless of position or function. Good listener
Ability to deal with others in order to reach an agreement or solution; for example, consensus building.
Able to establish and maintain a good rapport and cooperative working relationship with Partnership stakeholders, Regional Leadership and National Directors.
Proven skills in working effectively cross-culturally.
Requires ability to maintain confidentiality.
Strong documentation skills including report writing and minute taking.
Ability to appropriately handle competing requests for the RVPs attention.
Skill at negotiating with various personalities and developing internal and external network of contacts.
This requires strong organizational skills, independent judgment, and the ability to be flexible as the demands and priorities change.
High level of computer literacy / proficiency
Able to travel up to 25% - 30%.
Fully Fluent in English.
Apply for this job at
http://www.devex.com/jobs/oct2009-world-vision-international-regional-vice-president-s-executive-advisor-east-africa-region
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