Requirements

• 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 Assistant 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.
  
• Must have experience in working with senior management personnel and in a team-oriented environment including working for more than one line manager will be an advantage. 
  
• Maturity to deal with competing priorities, complexities and handle very confidential information professionally.
  
• Must be a Practicing Christian and an Active member of the Church.
  
• Female Candidates are encouraged to apply.
  

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 take minutes 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 for the leadership team 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 Event 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 Program Directors or Regional Program 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. 
  

• Coordinate joint board field visits between Vision Fund and World Vision.
  

   
  

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.
  
• Manage office supplies, equipment, and facilities to ensure a productive work environment.
  

• Manage logistics, guest lists, and event schedules.
  

   
  

Governance and Board Administration Support

• Maintain and update Directors’ files, ensuring that all governance records, declarations, appointment documents, CVs, identification documents, and statutory records are complete, current, and securely maintained.
  
• Support the Legal, Governance and Compliance Manager in coordinating Board and Board Committee meetings, including scheduling meetings, preparing logistics, circulating notices, agendas, and meeting packs.  
  
• Track Directors' declarations of interest, annual disclosures, and governance compliance documentation.
  
• Support the maintenance of statutory registers and governance records in accordance with organizational policies and legal requirements.
  
• Organize board meeting venues, logistics, and reimbursements for fare and data.