Administrative Officer- Disaster Management at World Vision Kenya

Key Responsibilities:

Administrative support to Disaster Management Team

• Coordinating administrative functions and support the Directorate
• Maintain the Directors’ diaries and remind him of any appointments.
• Compiling documents for meetings that the Director attends in consultation with the responsible technical persons.
• Follow up on issues needing the Directors’ urgent attention.
• Managing callers and visitors to the Director, screen them to determine the responsible persons to handle them.
• Coordinate effective bookings on facilitation and meetings.

Coordination of Disaster Management teams

• Liaises with the group director in developing strategic agenda for the Disaster Management Team meetings.
• Prepares an account of the meetings, taking minutes designates, and follows up on assigned action items.
• Organize joint meetings for the Disaster Management teams and taking minutes and circulating them.
• Follow-ups on outstanding issues with the field teams and Managers as assigned.
• Tracking DM staff related issues and contracting in collaboration with the P&C
• Receive, sort and distribute all incoming and outgoing mails promptly.
• Handle visitors and channel needy cases to other Directorate tams and the field teams for any possible assistance.
• Handle scanning, emails and photocopying.
• Managing of assets and office supplies for the Disaster Management teams.
• Dispatch documents to the field teams using the available effective means including electronic dispatches.
• Make international travel arrangements for the Directorate and Field Teams.
• Make domestic transport arrangements for Directorate and Field Teams
• Make reservations for accommodation and meeting venues/ scheduling of virtual meetings for Directorate and Field Teams.

Records Management

• Maintain an updated filing system for Directorate and Field Teams (Soft and Hard copy filing).
• Update all administrative records for the Disaster Management teams on M-drive and Box. 
• Ensure availability of copies of all MoUs and Agreements on M-Drive and Box.
• Track movement of documents to and from departments/programs for ease of tracing.
• Facilitate the approval of key documents both physical and electronic.

Engagement, Networking and Partnerships

• Maintain links with relevant stakeholders for collaboration, networking, resource sharing, material development and learning activities.
• Ensure WVK visibility and participation

      Others

• Perform any other duty as may be assigned by supervisor or designee from time to time

KNOWLDGE/QUALIFICATIONS FOR THE ROLE

• Bachelor degree in Business Administration, Education, Community Development, Disaster management or related field.
• Must have a thorough knowledge of support services systems, including planning, reporting, and IT Knowledge
• At least 5 years’ experience in office Administration.
• Experience working in a Disaster management context
• The position holder must be a result-orientated who can manage and satisfy multiple, work demands from a various teams.
• Computer knowledge including Microsoft office (Word, Excel, power point),
• Experience in engaging with government ministries and other external partners is essential
• He /she must be a strong team player.
• Strong organizational skills, independent judgement, and the ability to be flexible as the demands and priorities change.
• Self-starter with ability to operate effectively under highly dynamic conditions.
• Ability to make judgements and decisions that may impact the office, and provide technical advice.
• Ability to maintain high level of confidentiality in handling sensitive information.
• Must be able to divide his/her attention between parallel or similar tasks and have a high level of competency that requires very little supervision.
• Ability to plan, prioritize and perform tasks for maximum effectiveness.
• Be able to gather and disseminate information in accountability and results-based manner.
• Works with team to build trust with partners and stakeholders
• Good interpersonal, organizational and management skills, as well as written and verbal communication skills.
• Ability to solve complex problems and to exercise independent judgment.