Executive Associate at World Vision Kenya

Job Description

25% Strategic Support to Regional Finance Directors office

• Manage Regional Finance Director's calendar in conjunction with Finance directors in the field offices.
• Manage leave schedules for the Regional Finance Director (RFD)
• Coordinate and research documentation for RFD internal, external, regional and global meetings and presentations and keep tract of actions and implementation
• Prepare monthly, quarterly and adhoc reports from the national offices and follow up of the execution of action items as needed
• Manage expenses, advances and claims for RFD
• Take initiative to meet needs relative to the field/global center information/guidance to ensure effective communication is on going
• Provide support to regional working groups that require RFDs attendance and support
• Receive, screen and process incoming documentation and ensure confidential matters are handled promptly and efficiently .

25% Strategic Support to Regional People &Culture Directors office

• Assist in interview management during selected interviews
• Manage Regional People & Culture Director's (RP&CD) calendar in conjunction with P&C directors in the field offices.
• Manage leave schedules for the RP&CD
• Coordinate and research documentation for RP&CD internal, external, regional and global meetings and presentations and keep tract of actions and implementation
• Prepare monthly, quarterly and adhoc reports from the national offices and follow up of the execution of action items as needed
• Manage expenses, advances and claims for RP&CD
• Take initiative to meet needs relative to the field/global center information/guidance to ensure effective communication is on going
• Provide support to regional working groups that require RP&CDs attendance and support
• Receive, screen and process incoming documentation and ensure confidential matters are handled promptly and efficiently.
• Coordinate strategic team meetings with National P&C Directors such as monthly meeting, global meetings that require the participation.

20% Administration and Travel Coordination

• Organise internal and external events and forums that require RFD and P&C D participation
• Travel coordination and trip direction for RFD and RP&C D in conjunction with National offices and global center staff.
• Manage and improve business processes for front and back office – procurement, finance, travel advance requisition and settlement for RFD & R P&C D
• Provide professional and confidential administrative secretarial support to the executive team.

20% Supporting the tracking of IPH incidents

• Track IPH Incidents that are related to Finance and P&C, following up with the relevant National offices and coordinating with P&C and Finance Director to ensure closure within the timeline.

10% Others

• Carry out any other work assigned by the Supervisor when required.

Knowledge/Qualifications For The Role

• A university degree in Administration, Communications, or related and transferable field of study required.
• HR Certification or Finance certification
• Experience: At least 3 years’ experience in a supervisory role or approx. 3-5 years’ experience in supporting high level senior executives.

Preferred Knowledge And Qualifications

• Requires excellent communication skills; writing and editing concise, clear letters, reports, articles or e-mails.
• 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
• Requires ability to maintain confidentiality.
• Strong documentation skills including report writing and minute taking.
• Ability to appropriately handle competing requests for the Directors attention.
• Effecting management of cross-cultural relationship
• 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