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.
Key Responsibilities
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
How To Apply