Key Responsibilities:
Administrative support to Disaster Management Team
- Coordinating administrative functions and support the Directorate
- Maintain the Directors’ diaries and remind him of any appointments.
- Compiling documents for meetings that the Director attends in consultation with the responsible technical persons.
- Follow up on issues needing the Directors’ urgent attention.
- Managing callers and visitors to the Director, screen them to determine the responsible persons to handle them.
- Coordinate effective bookings on facilitation and meetings.
Coordination of Disaster Management teams
- Liaises with the group director in developing strategic agenda for the Disaster Management Team meetings.
- Prepares an account of the meetings, taking minutes designates, and follows up on assigned action items.
- Organize joint meetings for the Disaster Management teams and taking minutes and circulating them.
- Follow-ups on outstanding issues with the field teams and Managers as assigned.
- Tracking DM staff related issues and contracting in collaboration with the P&C
- Receive, sort and distribute all incoming and outgoing mails promptly.
- Handle visitors and channel needy cases to other Directorate tams and the field teams for any possible assistance.
- Handle scanning, emails and photocopying.
- Managing of assets and office supplies for the Disaster Management teams.
- Dispatch documents to the field teams using the available effective means including electronic dispatches.
- Make international travel arrangements for the Directorate and Field Teams.
- Make domestic transport arrangements for Directorate and Field Teams
- Make reservations for accommodation and meeting venues/ scheduling of virtual meetings for Directorate and Field Teams.
Records Management
- Maintain an updated filing system for Directorate and Field Teams (Soft and Hard copy filing).
- Update all administrative records for the Disaster Management teams on M-drive and Box.
- Ensure availability of copies of all MoUs and Agreements on M-Drive and Box.
- Track movement of documents to and from departments/programs for ease of tracing.
- Facilitate the approval of key documents both physical and electronic.
Engagement, Networking and Partnerships
- Maintain links with relevant stakeholders for collaboration, networking, resource sharing, material development and learning activities.
- Ensure WVK visibility and participation
Others
- Perform any other duty as may be assigned by supervisor or designee from time to time
KNOWLDGE/QUALIFICATIONS FOR THE ROLE
- Bachelor degree in Business Administration, Education, Community Development, Disaster management or related field.
- Must have a thorough knowledge of support services systems, including planning, reporting, and IT Knowledge
- At least 5 years’ experience in office Administration.
- Experience working in a Disaster management context
- The position holder must be a result-orientated who can manage and satisfy multiple, work demands from a various teams.
- Computer knowledge including Microsoft office (Word, Excel, power point),
- Experience in engaging with government ministries and other external partners is essential
- He /she must be a strong team player.
- Strong organizational skills, independent judgement, and the ability to be flexible as the demands and priorities change.
- Self-starter with ability to operate effectively under highly dynamic conditions.
- Ability to make judgements and decisions that may impact the office, and provide technical advice.
- Ability to maintain high level of confidentiality in handling sensitive information.
- Must be able to divide his/her attention between parallel or similar tasks and have a high level of competency that requires very little supervision.
- Ability to plan, prioritize and perform tasks for maximum effectiveness.
- Be able to gather and disseminate information in accountability and results-based manner.
- Works with team to build trust with partners and stakeholders
- Good interpersonal, organizational and management skills, as well as written and verbal communication skills.
- Ability to solve complex problems and to exercise independent judgment.
Applicant Types Accepted
