Workatele

Executive Associate at World Vision, Kampala, Uganda

World Vision

Executive Associate at World Vision, Kampala, Uganda

World Vision

Full time Job

Date Posted: September 2, 2024

Application deadline:

Expired on: September 7, 2024 5:00pm

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Job description

Key Responsibilities:

MAJOR RESPONSIBILITES

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 minutes taking 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, including Board meetings, leadership team meetings, 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 Events 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 Programme Directors or Regional Programme 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.

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
  • Managing office supplies, equipment, and facilities to ensure a productive work environment.
  • Processing invoices, reimbursements, and financial reports.
  • Managing logistics, guest lists, and event schedules.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

  • 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 Associate 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.

Application deadline:

Expired on: September 7, 2024

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