Operations Assistant

Job Ref No: WVT/P&C/FY14/4

Job Title: Operations Assistant

Reports to: Integrated Programs Director

Location: Head Office

Purpose of the position:

To provide high-quality support to the Integrated Program Ministry division team for effective running of the office operations

Observe mission and core values of World Vision and demonstrate a quality of spiritual life that is an example to others

Major Responsibilities:

• Facilitate timely collection/review of program performance reports from zones/departments and compile the divisional monthly, quarterly, semi- annual and annual reports
• Organize and attend divisional meetings and assure that meetings are conducted as per the performance dashboard standards
• Serve as office information manager by devising and maintaining office systems, including data management, regular uploading of divisional documents to the intranet, compilation of division performance dashboard updates, effective filling system, etc
• Organize, coordinate with zones/cluster/ADP teams and maintain diaries and appointments for Support Office and key visitors (including hotel reservations, ground transport and ensure that bills are settled timely) and facilitate visitors in signing of child protection forms and maintain proper filing
• Collaborate with Finance and Program teams to create new program numbers and attach in the data base (PIH/myPBAS).
• Liaise with relevant departments to prepare/arrange meetings/workshops venue and logistics where operations division is a lead actor.
• Create requisition of goods and services for the division institute control systems to ensure steward use of the supplied items.
• Manage travels for divisional team members
• Handle incoming mails and draft routine correspondence in response to inquiries including providing guest with general country information through email, brochures, telephone etc. as per policy.
• Take meeting minutes and disseminate reports generated after meetings and other events
• Make follow up on the recommendations from Mission Trip, Program Officers and Support Offices after their visit and ensure that their implemented.
• Monitor all grants projects from hiring, budget and the grants used and how they are used
• Follow up on operations audit, evaluation recommendations, OCP, PCR and update the status on regular basis
• Monitoring the deadlines for performance appraisal in the division and ensure they are submitted on time
• Support documentation of TEAM promising practices based on feedback from the field

Qualifications:  Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

·         Minimum Qualification required: Bachelor degree in Mass Communication & Public Relationship or related fields.

·          Experience:  2 yrs in related fields

·         Preferred: At least 1 year experience working with International NGOs

Technical Skills & Abilities:

o   Computer skills in Excel software.

o   Knowledge of Data base management

o   Good planning and organizational skills

o   Ability to maintain effective working relationships with all levels of staff,

o   Ability to communicate in both Kiswahili and English

o   Ability to analyze data

Other Competencies/Attributes:

·         Must be a committed Christian, able to stand above denominational diversities.

Perform other duties as required.

Working Environment / Conditions:

Work environment:  Office-based

·         Travel:  5% Domestic travel is required.

·         On call:  3%

Work environment:  Field work

·         Travel:  10% Domestic travel is required.

·         On call:  10%

How to Apply

Interested candidates who meet the above criteria should submit their application letters, (addressed to people and culture manager) together with an updated CV and coppieis of relevant credentials,contacts and three referees one of them being a church leader towvt_recruit@wvi.org Cc orestes_sotta@wvi.org