Coordinator and Executive Assistant-National Directors Officer at World Vision Kenya

Duties and Responsibilities:

Coordination & Representation

• Manage the national director’s calendar and engagements in collaboration with the technical teams and other key stakeholders.
• Coordinate the various activities and functions of the National Director’s office and ensure high-level support is provided to the National Director.
• Proactively engage with the various departments to ensure timely communications and documentation of key messages and plans from the National Director’s office.
• Represent the National Director’s department in key initiatives, business development and strategic planning.
• Protocol management and participation in capacity building of other World Vision Staff on protocol and guest relations matters.
• Donor relations and stakeholder management in collaboration with relevant /thematic departments and leaders.

Senior Leadership Team Support

• Support and coordinate the Senior Leadership Team plans, meetings and key engagements.
• Analyzing   organizational   information/reports,    highlights   key  issues  and  make
• recommendations for ND’s/SLT’s consideration and action.
• Liaise with the National Director and the SMT Chair in developing agendas for the SLT and SMT meetings respectively.
• Monitor the implementation of Leadership Strategic priorities and Board deliberations and communicate progress on a regular basis.
• Plan and manage the monthly Senior Management Team meetings; and weekly Executive Team meetings and retreats.
• Manage and coordinate SLT and SMT meetings and ensure that appropriate reports are prepared and disseminated for action.

Travel and Guest Management :

• Coordinate Support Offices and other external stakeholder visits to WV Kenya, liaising with different departments in the development of itineraries and acquiring proper travel documentation.
• Organizing domestic and internal travel plans for the ND, itineraries and agendas.
• Preparing Itineraries for consultants and visitors.
• Schedule meetings with external stakeholders as requested.
• Prepare briefing packages to support external and internal engagement.

General administration of the National Director’s department/direct reports 

• Coordination of national office audit response and implementation of recommendation.
• Information sharing and gathering on the monthly corporate newsletter in collaboration with the Communications Team.
• Work closely with the People & Culture department to coordinate key human resource functions related to the National Director’s office.
• Liaison and coordination with the governance, legal, risk and compliance teams both at the regional office and the national office to support national office participation and compliance. 
• Reviewing of contracts and documents before approval by the national director as may be delegated or requested.
• Coordinate review meetings, group related workshops and events.
• Managing communications and responses to and from the National Director’s office.
• Coordinate procurement of assets and supplies for the National Director’s office and ensuring compliance with all related policies.

National Director’s Desk Management 

• E-mail management and professional correspondence.
• Compilation of documents and meeting packs on behalf of the national director prior to executive meetings and engagements. 
• Develop and update appropriate calendars and key contact databases.
• Participate and contribute in committees and task forces from time to time.

Qualification, Skills and Knowledge 

• Degree in Public Administration/Communications /Business Administration /International Relations /International Development/Development Studies/Social Sciences or related field. (A Masters’ degree in any of these fields will be an added advantage)
• At least 10 years’ experience working in a large complex organization with multiple stakeholders and partners.
• Experience in providing and executing high-level protocol services for executives and senior leaders.
• Strong public relations, communications and collaboration skills time-management skills and the ability to organize and coordinate multiple concurrent projects Strong within a busy setting
• Knowledgeable on key Humanitarian Strategic initiatives, best practices, State policies, and good understanding of development context issues.
• Ability and willingness to travel extensively nationally, regionally and globally as may be required.
• Ability to work with multiple stakeholders including major donors, Board members and other agencies such as government officials and related departments.
• A mature Christian with high integrity and proven track record of professionalism.