Administrative AssistantWorld Vision

JOB PURPOSE:
The position provides a variety of operational and administrative functions to ensure smooth and efficient functioning of the Global Finance Solutions (GFS) team.
MAJOR RESPONSIBILITES:
25%
Assist and support the GFS Manila Finance business unit lead in various duties to ensure smooth operations for the Manila-based GFS employees.
Organize, coordinate and oversee the office and team requirements of GFS Manila.
Acting as the asset custodian of GFS Manila handling processes from request consolidation, purchasing, releasing and inventory monitoring.
Coordinate with GCMO departments and GCMO support team/s to ensure that the office needs of GFS Manila are coordinated, addressed and attended to.
Assist and coordinate planning and carrying-out meetings, trainings and team events on-site.
Coordinate visitors' schedule to the GFS Manila office and their meetings.
25%
Assist and support the GFS Senior Director on various administrative and coordination duties such as but not limited to:
Prepare communication materials including video editing and basic graphics
Maintain project management, tracking systems and provisioning of common licenses (e.g. Smartsheet, SurveyMonkey team calendars)
Maintain master schedule of the department including vacation and general calendar
Track compliance on identified KPIs as may be assigned.
Maintain the GFS organizational chart, roster of employees, and the email and Teams directory and groups.
Help with process improvement, including development of templates and forms and making sure they are current across all GFS groups.
20%
Assist and support the GFS Lead Team on various administrative and coordination duties such as but not limited to:
Coordinate materials and prepare logistics for face-to-face or virtual meetings and events. Take down minutes as needed.
Prepare communication materials.
Make travel arrangements, including booking airfare, hotel and transportation accommodations consistent with company policies and guidelines.
20%
Assist and provide support to all of GFS for other administrative functions:
Provide support for GFS committees, events, activities, training, employee onboarding and exits.
Maintain and coordinate the development and maintenance of GFS sites on WVCentral/Sharepoint.
Maintain and update the GFS intranet.
10%
Be the department expert in administrative and logistics systems and maintain/implement processes to support all of GFS.
Concur, Provision, and PA/SA and Travel system
SurveyMonkey preparation and distribution
5%
Participate, lead and assist in other duties that may be assigned and requested.
Maintain the laptop inventory and purchase schedule.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE:
Required Professional Experience
At least 5 years of experience as an administrative assistant or team coordinator for a large department or organization (at least 100 people); 3 years of those experience should be in a multinational or global organization supporting, coordinating and working with leaders located in various countries and with different cultures.
Experience cross-cultural team and virtual team networking.
Experience in providing excellent customer service and having a customer mindset.
Experience in handling a variety of meetings, events, trainings and activities and proven ability to carry these out successfully.
Willing to work onsite 2-3 times a week.
Required Education, training, license, registration, and certification
Minimum Bachelor's degree.
Proficient in Microsoft programmes (Word, Excel, Powerpoint, Visio) and Outlook.
Excellent organizational, planning and communication skills.
Excellent interpersonal skills.
Ability to work independently.
Ability to organize, plan and coordinate tasks in detail and with sense of urgency.
Preferred Knowledge and Qualifications
Knowledge or education in finance, accounting, statistics is preferred.
Skills and experience on graphics, design and communication materials.
APPLICATION REMINDERS:
Qualified applicants are requested to submit their application to: https://worldvision.wd1.GoodCVdayjobs.com/es/WorldVisionInternational/job/Pasig-City-Philippines/Administrative-Assistant_R23725
Deadline of application: 06 September 2023
Only short-listed candidates will be notified.
This vacancy is open for Philippine residents only.