Executive Coordinator at World Vision International

Position: Executive Coordinator

Location: National Office

Reporting to: National Director

Purpose of the position

Provide and coordinate tactical, strategic, technical, financial, research and spiritual support within the National Director’s Office as well as provision of varied and complex office administrative support to SLT at the National Office. This position will promote integration, implement improved office and departmental procedures such as reporting; contribute to building relationships with strategic partners within and outside the organization, provide professional assistance to staff, donors and partners so as to facilitate programming that will contribute to achievement of Child Well-being Outcomes.

To provide executive staff support to the National Director in order to enhance his/her ability to provide overall leadership to the Ministry of World Vision Zambia Ltd (WVZL) in line with partnership procedures, policies and standards.

Major Responsibilities

FINANCIAL

• Prepare, manage and monitor the National Director’s budget and track expenditure.
• Process and follow up on Labour Distribution Reports and requisitions in Our People system on behalf of the National Director for all direct reports.
• Process, prepare and manage all absence requests in our people system annual/study leave for all National Director’s direct reports.
• Prepare and process expenses in World Vision’s online expense system on behalf of the National Director.

RESEARCH AND LEARNING

• Compile monthly reporting to the Southern Africa Regional Office and facilitate utilization of the report
• Work with all internal teams and key staff to proactively organize meetings with ministries, bi-lateral and multi-lateral agencies, corporate partners and vendors, churches and influential individuals to ensure successful engagement.
• Ensure the National Director is prepared for official handovers/engagements by working with other departments to prepare speeches and relevant materials.
• Work on special assignments and manage small projects as directed by the National Director.
• Ensure ND is prepared for official handovers/engagements by working with other departments to prepare speeches and relevant materials.
• Work on special assignments and manage small projects as directed by the National Director.

TECHNICAL

• Monitor scorecards at various levels of the organization and advise the National Director on key areas that need to be followed up on.
• Support the National Director in ensuring that there is effective compilation and monitoring of the WVZ Business plan across the organization as well as quarterly reporting/updates to Senior Leadership Team and identify areas that need to be improved and/or celebrated.
• Respond to correspondence on behalf of the National Director in line with strategic and business direction as well as provide communications support such as sending out updates on progress of the Annual Business Plan or staff events.
• Support the National Director with external and donor engagement through the review of the yearly donor calendar and assisting to adequately prepare the meeting and how to move certain things forward.
• Support the donor liaison and Resource Acquisition Teams in terms of decisions that need to be taken and things that need to be moved forward with donor engagement.
• Support the National Director in ensuring that partner, donor and stakeholder meeting notes are captured and always updated on internal databases as well as highlight the areas needing urgent attention.
• In consultation with National Director follow up on systemic audit recommendations and ensure that audit recommendations are adhered to in accordance with partnership procedures, policies and standards.
• Follow up on actions items from the Senior Leadership Team meetings and work with the Company Secretary to ensure that the action items from the Board are incorporated and followed up for report back in quarterly leadership meetings.
• Work with the Company Secretary on the peer review preparations to ensure the office is keeping all necessary and legally required records.

ADMINISTRATION

• Proactively manage the National Director’s calendar and appointment and prepare materials for the National Director’s daily appointments and meetings. Keep track of all events and work with different sectors, including the Regional Office to ensure that there is monitoring of these engagements and action items.

• Proactively coordinate the National Director’s and at times Senior Leadership Teams (SLT), travel to ensure that strategic objectives are prioritized and ensure that the National Director is engaged in critical events/field visits.
• Prepare forward agenda for SLT in consultation with the National Director (ND).
• Schedule SLT meetings at least every fortnight and ensure a true record of meetings is shared together with the actions items. Ensure follow up of action items before each meeting.
• Screen and review all incoming/outgoing correspondence, ensuring the National Director is fully informed and that those responsible provide complete/timely responses to all requests.
• Process, prepare and monitor the annual leave/vacation plan for the Senior Leadership Team and other direct reports in order to encourage work life balance by ensuring that leave schedules/time off/spiritual reflection events for SLT are planned for, implemented and evaluated.
• Work with the company secretary to organize Senior Leadership Team and board retreats for team building and spiritual nurture.
• Establish, support and maintain communication links with all members of SLT on a wide variety of issues to promote integration of innovation and initiatives.
• Work with and assist the Company Secretary to ensure that Board files are regularly updated and secured.
• Assist the Company in logistical arrangements for Board members such as confirmations for meetings, availability and processing of refunds for business expenses.
• Ensure National Director and Board Chair quarterly meetings are arranged in between Board meetings.
• Actively participate in chapel, team devotions and other faith based activities to ensure WV Christian ethos and identity is upheld.

Qualifications/Education/Knowledge/Technical Skills and Experience

• Bachelor’s degree in Development Studies, Public Administration, Administration Management or related field.
• Experience working with Board Senior and Middle Management
• Demonstrate ability to work as an effective team member with senior management and across departments as well as well as with support and clerical staff;
• Excellent and proficient working knowledge of Microsoft Office, internet and WVI databases
• High level of cross-cultural interpersonal skills and personal maturity.
• Ability to work multiple stakeholders, both internal and external towards a common purpose.
• Experience working in an administrative capacity with middle or senior management;
• Demonstrated ability to work as an effective team member with senior administration, departments, support and clerical staff;
• Excellent oral, written and interpersonal communication skills
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Experience in conducting background research and literature searches and reporting
• Experience in preparing and monitoring budgets

Competencies and Attributes

• High level of organizational and planning skills
• Ability to exercise appropriate independent judgment
• Ability to determine appropriate priorities and be self-directed
• Integrity and confidentiality

• Commitment to World Vision Core Values and Mission Statement
• Completes tasks in a timely manner, systematically and cost-effective way
• Demonstrates personal integrity and trustworthiness
• Must be a committed Christian, able to stand above denominational diversities.
• Participate in team devotions and weekly Chapel services.
• Perform other duties as required.

Working Environment / Conditions:

• Work environment: Office-based with occasional travel to the field