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Monday, October 21, 2013
Employing Organization: World Vision International
Country: Australia
City of: Melbourne, Australia
Office Of: World Vision Melbourne
MAJOR PURPOSE OF THE POSITION:
Under the general direction of the Senior Director of Enterprise Architecture and Senior Director of Applications, this position provides a variety of administrative duties in support of the Enterprise Architecture and Applications departments, Global Information & Communications Technology (ICT). Interfacing with department managers to keep lines of communication open and ensure consistent and coordinated administrative policies are established and executed. Advising the department regarding pertinent schedules and meetings. Monitoring and following up with work inside and outside the department to ensure the efficient and effectiveness of department operations.
KEY DUTIES AND RESPONSIBILITIES:
Maintain calendars for the Senior Directors in scheduling appointments, with attention to travel and meeting conflicts and other conflicting demands on the Senior Director's time.
Make and track global travel arrangements and process travel itineraries, with attention to visas, time zones, schedule conflicts, etc.
Make arrangements for meetings including agenda, contacting attendees, and reserving rooms and communication facilities.
Coordinate complex virtual and live meetings with participants from multiple global locations requiring advance attention to visas, accommodations, dietary needs, etc.
Maintain travel calendar on WV Central for Senior Director of Enterprise Architecture and Applications to coordinate travel plans.
Type, format and monitor distribution of documents which may be of confidential or technical in nature.
Prepare and/or proof-read department business correspondence, PowerPoint presentations, Excel spreadsheets, and reports.
Prepare materials needed for meetings, compile information packets and ensures that all documents are prepared in a timely and accurate manner.
Manage the flow of communication in and out of the office. Read, review and analyse the department's mail, email, phone calls, etc., noting significant issues, prioritising, and delegating to staff as appropriate. Handle, on own initiative, less important correspondence not requiring personal attention of executives.
Maintain and control confidential files and records.
Make minor administrative decisions based on knowledge of organization, policies, and procedures
On a regularly scheduled basis, solicit and collect timekeeping information for departmental staffs, including maintaining and filing Non-Exempt staff Timekeeping forms and submitting them to Payroll. Regularly updating the Timekeeper Database using timekeeping information collected..
Work with People & Culture (P&C) to track and report overall Human Resources (HR) metrics; such as, inputting new positions into Internet Based International Recruitment System (IBIRS) system, coordinating recruitment processes, performance management, and PAFs.
Assist in coordinating and facilitating departmental staff events.
Assistance with gathering and compiling financial information to assist with the budget three-year budget planning planning process
Prepare and process expense reports for the Senior Directors, and finance/purchasing related forms.
Work with other executive assistants to coordinate processes, and share learning/knowledge in order to grow.
Pay attention to the mood/culture of the departmental personnel and appraise leadership of opportunities for nurturing staff care and improving organization performance.
Perform other assigned duties.
Attend and participate in weekly devotional meetings
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
Required:
Minimum 5 years of administrator/personal assistant experience.
Good experience with computers, financial spreadsheets, etc.
Knowledge of organizational activities, policies, and procedures.
Must posses good administrative and interpersonal skills with the ability to work in a "team" atmosphere under pressure.
Excellent written and oral communication skills with a knowledge of report writing.
Microsoft Office suite (e.g. Word, Excel, Powerpoint)
Demonstrated ability to work independently, with little direction and supervision.
Preferred:
Minimum HSC qualified.
Post-secondary qualifications (e.g. diploma or university degree) will be preferred.
Minimum 5 years of administrative/personal assistant experience is preferred.
How to apply for the post
Click here to apply online / view original post
Application Closing Date: Sunday, 27 October 2013
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Posted in: Administrators Jobs,IT and Data Jobs,NGO Jobs,UN Jobs