World Vision Jobs: Regional Vice President’s Executive Advisor, East Africa Region

Closing date: 06 Nov 2009

Location: Kenya

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
• 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.

How to apply

For more information and/or to apply for this role, please visit out website at:

https://jobs.wvi.org/webjobs.nsf/WebPublished/25343089C918352F88257651006747E9?OpenDocument

OR

http://www.wvi.org

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