Team Assistant - SREI

Overview

Provide high-level administrative support to SREI department.

You have:

• Diploma in office management or similar field. Bachelor’s degree would be an advantage not a requirement.
• Minimum of 3 years of experience working within global team setting.
• Proficiency in Microsoft Office applications including MS Teams, Word, Excel, PowerPoint, Outlook.
• Experience with cross cultural team and virtual team networking.
• Excellent written and verbal communication in English.
• Strong analytical skills and ability to synthesize complex and sensitive issues.
• Ability to handle matters confidentially and with good judgement.
• Flexibility with work hours and ability to adjust to rapidly changing priorities.

With 75 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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

JOB PURPOSE This position provides high-level, administrative support to the Strategy Realization, Evidence, & Innovation (SREI) department and will work closely with the Executive Assistant and various members of the wider team to operate efficiently and effectively in leading the World Vision Partnership’s humanitarian ministry in partnership with a wide group of diverse stakeholders, both internally and externally. The successful candidate must be a multitasker who is able to prioritize incoming requests, and work with initiative without requiring close supervision.

The role requires analytical and communication skills to appropriately prioritize duties, engage and work collaboratively with the team in a proactive and positive style, and to produce results on-time with attention to detail. S/he will have administrative duties such as meeting coordination and scheduling, scheduling travel and multi-person meeting coordination, and may be required to assist with special projects as required. S/he will be involved with a large range of contacts ranging from entry to high-level and may be exposed to sensitive information requiring discretion, good judgement and confidentiality. S/he will also coordinate/interface with other departments and WV offices. This position requires comfort and agility in working in a fast-paced work environment and the ability to well-represent the organization.

KEY RESPONSIBILITIES

• Serving as a point of contact for the department of SREI, handling matters, relationships and communications in a confidential and professional manner.
• Support the operations of the SREI department by performing diverse administrative tasks including but not limited to:

Meeting Management

• Assist with overall coordination of meetings on behalf of SREI offices (e.g. SREI Team and sub team meetings).
• Global logistical planning (Procurement of venue, overnight accommodations, ground transportation, meeting participant registration, etc.).
• Attend & facilitate/support virtual SREI weekly meetings and manage conversation topics for team Chill & Chat calls as well as management of team devotion schedule (e.g. SREI monthly prayer, monthly chill & chat, monthly devotions, & monthly Town Hall meetings).
• Per request, support the consolidation of information related with meetings, specific initiatives report consolidation.

General Administrative Duties

• Provide support to SREI Team as may be needed (e.g. Scheduling of larger group calls and calendar support as requested).
• Process purchase requests/purchase orders via internal Pro Vision system.
• Review SAs and code GLs through WVI SA database.
• Maintaining team Events Calendar (MS Teams).
• Creating/maintaining team organizational charts.
• Special projects as assigned.
• Assist and act as back up to EA to Chief Strategy Realisation Officer (CSRO) and Partnership Leader- Strategy Realisation, Evidence & Innovation (PL- SREI) as needed in order to maintain seamless coverage and support.
• Support (per request) the senior team on their expenses report management.
• Support Big Rocks leaders on their admin needs when it is requested.

Travel Management

• Assist with travel logistics, including transportation, lodging, itineraries, visas, passports etc. for Chief Strategy Realization Officer and Partnership Leader-SREI as requested by Executive Assistant to CSRO and PL- SREI.

REQUIRED KNOWLEDGE AND QUALIFICATIONS

• Diploma in office management or similar field. Bachelor’s degree would be an advantage not a requirement.
• Additional qualifications in secretarial or business management will be a plus.
• Minimum of 3 years of experience working within global team setting.
• Has relevant experience ideally from a global organization.
• Proficient in Microsoft Office applications including, but not limited to MS teams, Word, Excel, PowerPoint, Outlook.
• Administrative experience, including coordination of meetings both face to face and virtually.
• Experience with cross cultural team and virtual team networking.
• Able to handle matters confidentially and with good judgement.
• Strong analytical skills and ability to synthesize complex and sensitive issues.
• Takes initiative with good judgement and decision-making to handle workflow.
• Excellent people skills; Excellent communication skills; Strong end results orientation with process improvement approach; Flexibility with work hours and ability to adjust to rapidly changing priorities.
• Effective written and verbal communication in English.
• The position could be managed working from a home or office location, preferably in the US/ PT or a similar time zone.
• The position may require support across different time zones and so may require flexible working hours.

Preferred Knowledge and Qualifications

• Experience working collaboratively within a team, as well as the ability to work with minimal supervision.
• Track record in working with staff from diverse personal styles, cultures and geographic locations across time zones.
• Able to work virtually and independently with limited direction for much on the working week, using independent judgment and discretion.
• Multi-tasker who stays flexible in a fluctuating and sometimes intense work environment.
• Experience in international, humanitarian or development settings and/or in complex international organisations strongly preferred.
• Experience in a World Vision office and familiarity with World Vision’s global ministries, systems and processes preferred.

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: wvi.org