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
Qualifications
- 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.
How To Apply
