Executive Assistant at World Vision International Rwanda: (Deadline 28 December 2023)
JOB OPPORTUNITY
Executive Assistant
World Vision is a child-focused Christian humanitarian organization implementing development programmes in 30 Districts of Rwanda. Our interventions in the strategic period of 2021-2025 seek to reach 2 million of the most vulnerable children. This is done through programming in Resilience and Livelihoods, WASH and Health, Child Protection and Education.
World Vision Rwanda seeks to hire a highly qualified, dedicated, and experienced Rwandan national for the role of Executive Assistant, joining an established and experienced team. This stimulating position incorporates a range of skills and development in multiple areas, allowing for an exciting opportunity for career growth in a dynamic, global organization. It will be based in Kigali, Rwanda, and reports to the National Director.
Purpose of the position:
To provide a broad range of executive support to the National Director and to manage the overall coordination of staff activities and technical assistance that supports the office. To contribute to the efficiency and effectiveness of WV Rwanda by researching, evaluating, analyzing information, and presenting alternatives to the National Direction for discussion with SLT or decision.
MAJOR RESPONSIBILITIES
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Key Outputs/Responsibilities (Accountabilities and results) |
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Ensure efficient and effective functioning of ND’s Office and be a representative as specifically requested. |
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Support the ND in Administrative tasks including but not limited to drafting correspondences, managing appointments, and managing email box as per delegation. |
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Handle incoming and outgoing correspondences, phone calls, faxes, and other documents in the National Director’s office and maintain accurate records and proper filing |
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Travel arrangements and processing travel itineraries for the ND and Advisor Council/Board members |
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Monitors the ND’s budget expenditures, |
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Serve in liaison with division heads and National Office Management staff on projects and specific information as requested by the ND. |
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Preparing monthly status reports on all work plan activities (all ND’s direct reports) |
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Coordinate different groups for specific work objectives as assigned by the ND |
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Screen, handle, and make recommendations on the disposition of all correspondence to the ND. Identify critical matters, recommend appropriate actions, and keep the ND informed on follow-up actions as necessary. |
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Analyze information and documents to present scenarios to the ND based on the understanding of the landscape to facilitate decision-making. |
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Provide support to the National Director in the preparation of national office operating plans and divisional strategic plans |
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Compile, analyze, and synthesize monthly management reports on all work plans and activities of the Direct Reports, and send them to the ND, including other reports as required. |
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Record Senior Leadership Team meetings and follow up on timely implementation and reporting of matters arising. |
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Track decisions made by the Senior Leadership Team (SLT) and monitor the implementation |
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Perform complex and diverse executive assistant duties that involve high-level contacts and exposure to sensitive information, necessitating considerable use of tact, diplomacy, directions, and judgment. |
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Identify issues representing significant trends, environment shifts, obstacles, and opportunities related to the ministry at the Country level, and provide timely and constructive advisory to the ND. |
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Take initiatives to meet the needs for information and/or guidance relative to divisions and coordinate with key staff for required and necessary actions |
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Carry out specific research assignments on critical issues, using initiative and judgment, and/or coordinate assigned projects. |
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Assist the ND / Planning Committees in planning the agendas and/or contents of conferences and forums at the national level initiated or pioneered by the ND’s office. |
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Arrange, and attend meetings and conferences, and take and distribute minutes once approved by the ND. |
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Keep track of national office performance timelines in various aspects, plans, and reports, and keep the ND updated |
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Participate in Executive Committee meetings in order to perform follow-up and tracking of key assignments and programs with management and staff. |
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Supports the preparation of (Vision Fund) Board minutes meetings and events |
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Monitoring the implementation of Peer Review recommendations and identifying any gaps |
PROFILE: Core Capabilities:
- Achieving Capabilities
- Achieving quality results and service
- Practicing accountability and integrity
- Communicating information effectively
- Thinking Capabilities
- Thinking clearly, deeply, and broadly
- Understanding WV’s mission & operations
- Practicing innovation & change
- Self-managing Capabilities
- Demonstrating Christ – centered life and work
- Learning for growth and development
- Maintaining work/life balance
- Relational Capabilities
- Building collaborative relationships
- Practicing gender & cultural diversity
- Influencing individuals & groups
Other Competencies/Attributes:
- Must be a committed Christian, able to stand above denominational diversities?
Qualifications: Education/Knowledge/Technical Skills and Experience
The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.
- A minimum of a Bachelor’s degree in Business Administration/Management or Social Sciences or other related fields of study, with thorough knowledge and proven experience in Project/program management.
- Requires 3 years plus relevant experience, preferably in the NGO sector, in a similar sized Organisation(s) to World Vision Rwanda.
- Requires extreme levels of confidentiality, cross-cultural experience, understanding, and sensitivity.
- Knowledge of and commitment to the Mission, ethos, and Core Values of WV.
- General appreciation of Corporate Governance practices and standards
- Excellent Project, Information, and Knowledge Management skills
- Exceptional coordination and networking skills.
- Strong ability to work without supervision, innovate, team-build, and motivate
- Require excellent communication skills, verbal and written in English
- Computer proficiency in the use of MS Office and tools and People Information Management System.
- Require good interpersonal, negotiation, and administrative skills.
- Ability to work without close supervision, i.e., must have initiative, strong decision-making, problem-solving, and analytical thinking skills, and abilities to exercise independent judgment.
- Require the ability to maintain confidentiality (critical).
- Ability to handle multi-tasks and prioritize work in relation to needs and urgency.
- Emotional stability and detail-oriented.
Working Environment:
- Office-based environment with minimal travel to the field;
- Travel required: domestic up to 10% with occasional international travel (approximately 1 trip per year);
Salary: The salary is commensurate with qualifications and experience.
N.B: We highly encourage female applicants to apply.
How to apply:
If you are interested in applying for this position, kindly visit:
If this is your first time applying online via the World Vision International careers website, you will need to register an account along with your application details. This site will provide you with additional functionality, such as saved searches and email alerts. Registration requires minimal information to create your account. Further details will be collected during the application process.
All applicants must apply using our online application system, CVs received via email or standard post will NOT be considered.
In case you face any challenges in applying, please let us know at wvrwanda-recruitment@wvi.org (no applications will be accepted through this email).
The closing date for submission of applications is December 28, 2023; no late applications will be accepted.
As a child-focused organization, World Vision is committed to the protection of children and does not employ staff whose background is not suitable for working with children. All employment is conditional upon the successful completion of all applicable background checks, including criminal record checks.
Note that only shortlisted candidates will be contacted.
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