Technical Assistant Mindanao

Overview

Provide administrative and technical support for office management in Mindanao.

You have:

• Bachelor's degree in a related field or equivalent work experience.
• At least 3 years of experience in administrative support or office management.
• Strong communication skills in both written and verbal forms.
• Experience with report writing and data management.
• Must be willing to work in a Christian environment and uphold Christian values.

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:

The Technical assistant will provide a diverse range of services from effective external and internal relationship and information requirements, situational analysis, trending and benchmarking ensuring relevance and appropriateness of Field Office’s partnership, planning and decision making process and facilitate administrative concerns within the Field Office particularly those concerns that impact the internal and external relations (networks, government project partners) and office management. Lastly, demonstrates Christ-centered lifestyle that inspires passion, participates in spiritual formation and models of high standard of personal integrity/maturity.

Manages the general office management and ensuring order among the different offices in Mindanao – field and sub-offices. Provide a diverse range of technical support to the Operations Manager involving coordinating of schedules of events in the field office, handling communications, documentation of meetings, report consolidation, etc.

In times of emergency response especially, the Administrative Specialist may become part of the Response Team depending on her/his expertise and training with prior agreement with her/his supervisor. This role must be clearly defined, agreed and supported with appropriate training, coaching or exposures and a plan to cover her/his responsibilities is in-placed while on a special assignment.

30%

Office Management and Administrative Support

Support organization’s operations by maintaining office condition and managing office equipment and supplies in coordination with Office Utility

Attends to guests and visitors with hospitality, respect and proper courtesy

Facilitate outgoing mails and parcels/packages while ensuring no losses in the incoming mails and parcels/packages Facilitates some administrative concerns within the Field Operations team particularly those concerns that impact the internal and external relations (networks, government project partners) including but not limited to responding to correspondence, inquiries, coordinating schedules of critical events in the field program operation. Provides documentation assistance to the Field Office teams during meetings, strategic planning and other Field Office related events as necessary Supports Operations Manager in leading field office fleet activities, performs and monitors vehicle assignments, and cross-checking of submitted documents (DTR, trip tickets, and VR) for overtime requests as deemed necessary in coordination with drivers, field office/ project staff, ensuring adherence to organization’s safeguarding and security protocols

Provide administrative support to field and cluster offices in the areas of business permit application and/or renewal

40%

Technical Coordination and Support

Provides management support to the Field Operations Team – the Operations Manager and the Field Operations Staff Coordinates external and internal relationships, networks and partnerships of the Operations Manager and Field Office team by ensuring flow of good communication and information that guides and strengthen relationship and partnership. Facilitates the gathering of relevant information, documents/materials and program and management brief that may be required by the Operations Manager and the Field Office Team for purposes of planning, research, developing new programs preparation of proposals and building new partnership and networks. Participates in the networking, planning, monitoring and assessment/evaluation activities of the Field Office by providing viable inputs In coordination with relevant Field Office staff, participates in planning for new programs, projects or initiatives and uses raw information to develop proposals for submission to Support Offices, local mission and donors’ international/multilateral organizations for funding. Coordinates with Resource Development, GAM, Operations Program Team and other relevant Field Office staff in local fundraising campaigns, donor relations, planning for new programs, projects or initiatives and uses field office information to contribute for proposal development

Coordinates with ICT and SMIL Teams to ensure that Field Offices information feeds well into information requirements of Field Office staff and Partners that contributes to the overall MIS of the organization and is well maintained and updated Maintains good communication with the Operations Manager, Program Managers and Area Program and Project teams, and other departments ensuring regular flow of relevant communication between Operations Manager, Program Managers, and all program staff, other departments, and partners. Liaises with different stakeholders and networks in behalf of the Operations Manager and Program Managers.

20%

Reports and Records Management

Develops a file-keeping and monitoring system, either through electronic assisted systems or manual systems and ensures the confidentiality and easy access of records for the field offices designated users In close coordination with Program Managers, Program Officers, Evidence and Impact Specialists and Technical Specialists, consolidates, reviews and finalizes Field Office Monthly Accomplishment Reports, Midyear and Annual Reports, highlighting critical information for Field Office Management or Operations Management team’s action. Reviews and analyses Program and Project accomplishment reports for the purpose of tracking Field Office performance and understanding trends to inform program management reporting to the Field Operations Management Team, support offices and other major donors. Systematic filing of FO documents is in place

Well-maintained knowledge and data bank in the field office – readily available for Field Office, Area Programs, and other departments, partners/networks/councils for reporting, decision-making purposes

Consolidated Monthly Reports and weekly updates are submitted on time

Tracking of year-to-date/ Midyear/ Annual accomplishments vs. targets, submits recommendations on trends

10%

Organizational Contribution

Attends and participates in team meetings/consultations, planning/evaluation processes, weekly devotion/prayer and other organizational activities requiring team’s participation and support Demonstrates an understanding of and commitment to World Vision’s core values in the approach to work and relationships. Support emergency response as necessary Performs other tasks as assigned by the supervisor, and other seasonal tasks relevant to field office management (e.g., renewal of licenses, accreditation, audit, etc.) Leads/participates in spiritual development activities in the FO

Responds to emergencies as needed

Submits Performance Commitments and Performance Reviews on time

Participates in organizational/FO organized activities/events

Applicant Types Accepted:

Local Applicants Only

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: wvi.org