Administrative Officer- Disaster Management

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

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.

Applicant Types Accepted:

Local Applicants Only