The purpose of this role is to provide a wide range of diversified operational and administrative support for the Pacific & Timor-Leste (PTL) Programme Director (PD) and wider PTL function through effective organisation, coordination, communication and planning.
The positions holder should have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Areas of Responsibility:
General Administrative Support:
- Works closely and effectively with the Programme Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Provide overall management of diary including travel arrangements for PD. including setting up meetings with staff and stakeholders as necessary.
- Draft Monthly Management Reports on behalf of PD.
- Review PTL reports (e.g. Child Wellbeing Report) as needed.
- Support development of regular reporting, inclusive of reminders and follow up to staff. Draft summary reports (e.g. trend analysis) when required.
- Manage pre-approval of direct reports’ expenses in Concur and Process PD expenses in Concur, as necessary.
- Approve of leave requests & LDRs in OurPeople (OP) System & Essentials for direct reports.
- Log and follow-up issues with AUSO Service Desk on behalf of PD.
- Set-up agenda/minutes: for virtual Senior Leadership Team (SLT) Meetings (bimonthly) & SPG meetings (as needed).
- Organize logistics, agenda support & minutes for biannual Face to Face SLT meeting. Support logistics for other PTL meetings as required.
- Schedule annual performance reviews/mid-year reviews, following up with reviewees, collating results & sharing with SAP Leadership.
- Conduct monthly review of PD YTD Monthly budget.
- Draft PD annual forecast & budget.
- Manage communications and achieve a good rapport with all external stakeholders.
- Identify significant issues, critical matters, challenges and opportunities relating to the day-to-day operation and functions of the PD’s office. Provide appropriate information or documentation or recommend course of action relevant
- to the decision-making of the PD.
Other Administrative Support & Liaison:
- Facilitate orientation of new PTLO staff for IT and Administration requirements.
- Provide guidance to new joiners on Concur usage.
- Facilitating credit card application for new joiners.
- Purchase new equipment for new joiners (& processing expenses via internal charging system Concur).
- Purchase replacement equipment for PTL National Office (NO) staff when required.
- Administer email distribution lists (updating & adding new joiners).
- Make payments for PTLO & sometimes PTL Country DHL invoices on credit card (& processing expenses via Concur).
- Request occasional PAs from TL office.
- Arrange logistical aspects of workshops/training activities.
- Work with PTL Security Manager to maintain PTL satellite phone registers/training/maintenance.
- Update PTL Org Chart (ongoing).
Educational Background:
Bachelor degree in related field is required or equivalent experience.
Skills/Experience:
- Demonstrated knowledge of administrative and business processes.
- Strong clerical, computing and organisational skills, in particular use of Microsoft Office Programs.
- Understanding/experience with financial matters such as invoice processing and budget variance monitoring.
- Culturally aware and sensitive to different styles, languages and approaches.
- Positive disposition and energetic/passionate approach to work and providing support to the Program Director (PD) and Senior Leadership Team (SLT).
- Experience in coordination of executive meetings and catering needs.
- Four years minimum relevant work experience at an Executive/Personal Assistant level.
Preferred:
- Experience working in a not-for-profit or development background.
- Administrative experience working within a team across a wide range time zones.
- Minimal travel required.
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 20 2017
Active Until:
Oct 20 2017
Hiring Organization:
World Vision
industry:
Nonprofit