Job Title: Executive Assistant
Hiring Organization: World
Vision
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Not
For Profit Organisation
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/12/2024
With over 70 years of experience, our focus is on helping the most
vulnerable children overcome poverty and experience fullness of life. We help
children of all backgrounds, even in the most dangerous places, inspired by our
Christian faith.
Come join our 33,000+ staff working in nearly 100 countries and
share the joy of transforming vulnerable children’s life stories.
Job
Description:
Location: Preferably UK or any Central timezone (e.g. Zimbabwe,
Zambia, Kenya or similar) where World Vision is registered to operate.
This position has two major purposes:
Partner with the Chief Audit Executive (CAE) in the effective and
efficient leadership of Global Internal Audit, contributing to smooth running
of the department and in providing professional, value adding services to our
stakeholders.
Provide professional, highly proactive support to the Chief Audit
Executive (CAE) in all aspects of her responsibilities, ensuring Board
Committee (Audit and Risk) and internal meetings are well organized, her diary
and Global Assurance & Advisory (GAA) team’s is managed efficiently, all
travel arrangements are well organized and proactively managing email and other
communications.
At times you will be asked to provide some support to other
members of the leadership team and there will be opportunities to initiate and
be involved in internal projects that contribute to the GAA’s strategic
priorities.
The other part of the position is to assist GAA management with
admin support in budgeting, basic finance and tracking of expenses
Major
Responsibilities
- Run the Chief
Audit Executive’s (CAE) office administratively in a highly professional,
efficient and effective manner, including but not limited to:
- Manage and serve
as point of contact for the CAE’s office with ensuring that Audit leads by
example in matters of Governance, Risk Management, Controls, Compliance,
integrity and efficiency.
- Handling all
matters in a confidential, proactive and professional manner upholding the
credibility and service ethos of the Internal Audit function.
- Responding
directly on behalf of the CAE in all areas that impact her office.
- Effectively
communicate with the CAE’s direct reports as required for regular
interaction and build relationships, ensuring the CAE is quickly apprised
of any developments, exceptions and risks.
- Be alert to
organizational developments and requirements, communicating these to the
CAE as soon as possible.
- Proactively
manage CAE’s scheduling and calendar (using Microsoft Outlook, and setting
up MS Teams and Zoom meetings) taking into consideration global time
zones.
- Monitor the
CAE’s inbox, actioning items where possible, forwarding to appropriate GIA
leadership or escalating to the CAE.
- Proactively
complete expense reports for Chief Audit Executive, reconciling corporate
card charges monthly.
- Set up and
execute on the GAA annual calendar, taking it into consideration for
planning and diary management.
- Logistical
arrangements for quarterly Audit and Risk Board Committee meetings, and
support in preparing all Board Committee documentation, minutes etc.
- Proactively
planning and arranging GAA leadership meetings including travel where
required.
- Drafting of
minutes, reports, Powerpoint presentations on content provided by CAE and
GAA leadership.
- Provide
logistical support for domestic and international meetings/events teaming
with other support staff as appropriate and/or assigned.
- Reviews CAE’s
Direct Reports expense reports for her approval.
- Process team
documentation for staff contract renewals and related admin.
- Provide some
administration support for the Global Director GC Audit and Operations and
Director of Global Investigations
- Any other
reasonable duties at the request of the CAE
- Participate in
and/or lead any special projects or initiatives within GIA as agreed with
and delegated by the CAE and within skillset and experience
Required
Professional Experience
- At least 3-5
years’ experience working in a fast paced, high performing executive
assistant role or similar.
- Experience
working collaboratively within a team
- Strong customer
service skills; excellence in working with staff from diverse personal
styles, cultures, and geographic locations.
- Highly
proactive, resilient, and a multi-tasker who stays flexible in a
fast-paced work environment and displays grace under pressure.
- Able to work
with minimal supervision and use independent judgment and discretion.
- Able to work
virtually and independently with limited direction for much of the working
week.
- Diploma in
office management or similar field. Bachelor’s degree would be an
advantage not a requirement if experience compensates for lack of formal
training.
Preferred
Knowledge and Qualifications
- Highly
proactive, organized with good problem solving and multitasking skills
- Personal drive
to work quickly, efficiently and accurately and to help embed a culture of
continuous improvement.
- Track record in
engaging with senior executives and board members in a professional manner
that will help enhance the reputation of GAA.
- Proficient with
Microsoft Office applications (MS Word, Powerpoint, Excel), MS Outlook.
- Excellent
written and verbal communication and interpersonal skills.
- Personal
maturity and the commitment to tackle interpersonal dynamics with
openness, respect and sensitivity thus contributing to a healthy working
environment of mutual trust.
- Ability to
gather and present information, under the guidance of the Global Director
of GAA Operations to support strategic business decisions – and be highly
alert to developments, analyzing them for the impact on GAA and its
operations.
- Some exposure to
administration of budget and basic finance (GL, budget reports, etc)
- Ability to use
MS Powerpoint and other tools to collate information, consolidate it and
present it clearly to executives and the Board.
- Able to handle
executive matters confidentially and with maturity and interpersonal
insight.
- Experience in
World Vision will be an advantage.
- Travel and/or
Work Environment Requirement:
- Able to travel
internationally once or twice a year, if required