Executive Associate to National Director

Job Description

Key Responsibilities: 

The ND is supported to achieve Effective Management of WV Ethiopia

Providing administrative management of the National Directors Office.

• Manage National Director’s calendar.
• Monitors correspondence and covers responsibilities for the ND when he/she travels outside the office, such as responding to incoming correspondence (internally and externally), tracking responses and keeping the ND informed as necessary;
• Travel arrangements and processing travel itineraries for the ND and Advisor Council members;
• Monitors the ND’s budget expenditures,
• Administering respective annual and other leaves of National Directors’ direct reports

Preparing monthly status reports on all work plan activities (all ND’s direct report)

Prepare monthly management report to the EARO in consultative process with the key stakeholders.

Coordinating groups for specific work objectives as assigned by the ND

The ND is supported to achieve Effective Leadership of WV Ethiopia

Monitor implementation of the following and, through a consultative process with the key stakeholders, recommend options to the ND for actions needed to address any identified gaps.

• Record Senior Leadership Team meetings
• Track decisions made by SLT and monitor the implementation.
• Monitoring implementation of WVE’s leadership development plan.
• Manage travel calendar of SLT and consult SLT on the coverage of all program areas.
• Manage SLT Dashboard (Recruitment, Event, Guest……)

The ND is supported to coordinate legal and policy matters for WV Ethiopia

Monitor implementation of the following and recommend to the ND actions needed to address any identified gaps.

• Ensuring that new WV Partnership policies are owned, implemented and monitored by appropriate groups.
• Developing recommendations (or options) for the ND (through a process with the key stakeholders) in regards to policy changes.
• Support in Liason with P&C, and Finance Legal matters addressed to the ND and recommend to ND actions needed to address any identified gaps.

The ND is supported to achieve effective Governance and Organizational Development of WVE

Monitor implementation of the following and recommend to the ND actions needed to address any identified gaps.

• Provide support to the National Director in the preparation of national office operating plans and divisional strategic plans
• Coordinate capacity building initiatives on governance for the board and senior leadership
• Recording WVE Board meetings and Board development sessions and ensure follow-up on outstanding issues
• Facilitate NO peer review sessions
• Monitoring the implementation of Peer Review recommendations and identify any gaps.

Relationships:

National Director: (Supervision), joint planning, coordination, strong support for the AC and SLT.

All SLT Members: Support and engagement for reporting, tracking and communicating externally.   

Key National and International Stakeholders (includes regional staff, AC members, partners, donors, etc.):  Coordination, networking, continuous communication and influence / advocacy building.

Job Requirement

Competencies / Attributes:

• Ability to coordinate diverse activities, including strong support for the WVE Advisory Council.
• Commitment to continuous learning and willingness to keep abreast of new developments in the field of development.
• Excellent written and oral communication skills; excellent English language skills for communication externally to donors, partners, regional stakeholders, etc.
• Self Manager, analytical and critical thinker, able to work with tight deadlines and handle multiple concurrent projects, while participating in strategic planning.
• Teamwork and Respect for diversity with excellent interpersonal skills and ability to establish and maintain effective working relations in multicultural, multi-ethnic environment with sensitivity and respect for all. Also ability to coordinate and lead cross-functional teams.

• Strong ability to use personal computers especially MS Office and Lotus Notes

Qualifications:  Education/Knowledge/Technical Skills and Experience:

• Minimum of a Bachelors degree in business management and/or social sciences.
• At least five years experience working with senior management in executive support roles.
• Reasonable knowledge of key WVI Strategic initiatives and best practices, including AC policies
• Excellent Project, Information and Knowledge Management skills
• Exceptional coordination and networking skills.
• Strong ability to work without supervision, innovate, team-build and motivate
• Complete compatibility with WV’s mission, ethos, policies and core values

Working Environment:

• Office based environment with minimal travel to the field;
• Travel required:   domestic up to 10% with occasional international travel (approximately 1 trip per year);