This role will provide administration, training and communications support to World Vision’s Financial Reporting and Services Center (FRSC) supporting WVUS Grant Solutions (WVUSGS).
Support for the FRSC/WVUSGS includes, but is not limited to: monitoring communication from training graduates [email protected], preparing and mailing training orientation packets, training certificates and grant management meeting materials, updating grant materials, scheduling training and other meetings, managing the Grant Solutions pages in wvcentral, attending grant management and training meetings and documenting/following up on action items, coordinating/planning various global workshops (including logistics, meals, etc.), supporting grant leadership team meetings and annual partnership grant meetings.
The position also gathers and maintains various grant training records, databases and grant compliance documentation. The position manages grant training enrollments, preparing and disseminating grant newsletters, managing workshop logistics and gathering grant compliance information.
This position may be privy to highly confidential information which must be held in strict confidence.
- Gathering, reviewing, maintaining and archiving training and grants compliance documents.
- Example documentation include Open Data (a US Government database required under US government regulations), audit documents, training records and test results.
- Primary site administrator for Training Resources for Grant Solutions pages in wvcentral and The Vine, with authority to upload, update and manage information and communications within page and document libraries as needed.
- Maintain and update databases of trainees and workshops and databases of compliance requirements and verification of information used to comply with grant donor regulations.
- Curate and produce grant-related newsletters, manage training CoP in wvcentral, manage enrollments in the ProProfs, Access and other learning management systems such as LearningZone (Humentum learning portal), and creating blanket purchase requisitions, monitoring approvals and confirming payments on behalf of Grant Solutions.
- Creates communications to promote and support learning platforms and workshops.
Administrative and training coordination includes but is not limited to the following as:
- Provide logistics and administrative support for training throughout the Partnership and for grant-related meetings including pre-conference logistics (visa letters, printing, mailing), transport, accommodations, meals, snacks and minutes.
- Train local site coordinators to ensure that the training logistics standards are met.
- Creating and updating participant list and pre-workshop requirements.
- Schedules training administrator WebEx calls, and ensures up-to-date “host” schedule is maintained, sends reminders to participants and facilitators as needed.
- Prepares and ships pre-workshop packets and training materials to facilitators and meeting participants as needed.
- Tracking CPE credits/issuing certificates to attendees.
- Event/Meeting/Conference coordination and logistics.
- Serve as administrator for Grant Solutions, record and prepare actionable minutes at all Grant Solutions-hosted meetings, oversee necessary preparations for grant committee meetings and Partnership grant meetings, manage Grant Solutions
- inbox, coordinate Partnership-wide grant communications (written and live WebEx).
- Attend and participate in devotional meetings, chapel services, staff retreat, Day of Prayer etc.
- Perform other duties as may be required.
- Strong computer skills including working knowledge of Microsoft software (Word, Excel, PowerPoint, Teams, Access, OneDrive, SharePoint), Lotus Notes and the Internet.
- Excellent communication skills (written and oral) in English.
- Prefer 2 years’ experience in an administrative, training coordination or events support role.
- Has experience in handling internal and external communication, website content, etc.
- Ability to multi-task and handle varied projects in a timely and efficient manner.
- Highly organized.
- Strong work ethic.
Preferred Skills, Knowledge and Experience:
- Knowledge of World Vision, or other NGO preferred.
- Additional languages a plus.
- Event planning.
Work Environment/Travel:
- The position requires ability and willingness to travel domestically and internationally up to 10% of the time.