Executive Associate at World Vision Kenya

Job Description:

The position provides a wide range of complex executive and organizational support to the, People & Culture and Finance Directors that ensures efficient functioning of the office and effective communication with stakeholders for efficient and effective delivery of quality leadership and achievement of strategic objectives. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Regional People & Culture Director and the Regional Finance Director.

The position supports the People & Culture Director and Finance Director in linking the strategic and leadership roles of the various units and departments in order to minimize risks and ensure efficiency in the management of the EARO. Furthermore, the position provides executive support and coordination to ensure an effective, efficient and cohesive management of the organization, leading to long term sustainability of the institution.

This position communicates World Vision’s Christian ethos and demonstrate a quality of spiritual life that is an example to others.

25%

Strategic Support to Regional Finance Directors office

• Manage Regional Finance Director's (RFD) calendar in conjunction with Finance directors in the field offices.
• Manage leave schedules for the 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 ( RP&CD)

• Assist in interview management during selected interviews
• Manage RP&CDs 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 P&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 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/QUALOIFIVATIONS FOR THE ROLE

Required Professional Experience

• 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.

Required Education, training, license, registration, and certification

• Effective written and verbal communication in English
• High level of computer literacy / proficiency

Preferred Knowledge and Qualifications

• Experience in humanitarian diplomacy and government relations.
• 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 and National Directors.
• Requires ability to maintain confidentiality.
• Strong documentation skills including report writing and minute taking.
• Ability to appropriately handle competing requests for the RLs attention.
• Skill at negotiating with various personalities and developing internal and external network of contacts.
• Experience working in Africa will be preferred
• 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

Travel: 

• 10% international travel is required.