Operations AssistantWorld Vision International

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children's life stories!
Key Responsibilities:
PURPOSE OF THE POSITION:
The Operations Assistant position ensures that the GC Ministry Integration (MI) Team are able to deliver on its strategic priorities and contribute effectively to the WV Partnership's Global Strategy by providing administrative support to the teams / sectors within MI.
The Operations Assistant will work with the staff across the Ministry Integration group providing support in areas of co-ordination, administration, scheduling, planning, on-boarding, and reporting. The Operations Assistant will closely collaborate with the Knowledge Management Advisors on developing and maintaining internal and external knowledge platforms as well as keeping the various Communities of Practice informed and abreast of most recent developments, resources and events via regular and professional communication.
KEY RESPONSIBILITIES:
Administrative support for the operations of the Ministry Integration teams/ sectors
Supporting operational tasks for specific Sector / Ministerial requirements - to improve and meet sectoral / ministerial goals
Set up and host / run Zoom calls, Webinars, All Staff Calls and calls with external groups
Basic project management support for external events providing: scheduling, following up with speakers, sending out briefs, etc.
Attend team calls, capture action items and disseminate recordings/resources
Provide admin support to Technical Academy, eg creating finance tracker to keep track of all direct charges submitted by course attendees, enrolment and marketing, automating registration acknowledgement for course participants.
Create and maintain Ministry Integration org chart
Supporting Finance related processes for assigned Ministry Integration staff, eg consultants' contracts, tracking of invoices and payment updates through Provision for all Teams supported
Manage filing, submission of direct charges for Technical Academy courses and tracking of same
When informed by MI managers, send welcome / orientation notes to new staff and signpost to Ministry Integration areas on WV Central, etc.
Assist with orientation schedule, new equipment, corporate credit cards, training, etc. where required
Add new staff to respective groups, teams, mailing lists
Coordinate with respective P&C BP updated MI Headcount and other information on behalf of MI LT
Information Management and Communications support in collaboration with Knowledge Management Advisors
Stand in for KMs when on maternity leave / sick leave
Work on readability scores of Project Model documents
Data collation and creation of reports for Sectors to establish attendance on calls, results of polls, registration records
Manage Community of Practice Mailboxes for Sector KMs, updating distribution lists on a regular basis on all relevant platforms: Outlook, MailChimp, Poppulo, MS Teams
Plan Community of Practice calls are planned and prepared: invitations, agenda, presentations, liaison with speakers
Assistance provided in analyzing, consolidating and creating meaningful reports, presentations and other documentations to be placed on the relevant platforms as advised by KM
Manages internal and external communications with guidance from the KM advisors to ensure relevant information, resources and knowledge assets reach appropriate audiences
Work with KM advisors to develop external facing communications
Draft Monthly Newsletter articles, request and collate input from staff and put together final version for sign off by KM using different tools as not all Teams have the same software
Create newsletter templates and continue to update same according to Team's needs and software used
Capture analytics and update mailing lists
Ministry Integration WVCentral pages are well maintained: steps of uploading, sorting, tagging, filtering and linking of relevant information are performed on a regular basis to ensure all material is current
Act as back-up when Knowledge Managers are on vacation, sick or maternity leave
Other duties may be assigned by the supervisor based on the priorities and needs of the broader Ministry Integration team
QUALIFICATIONS/REQUIREMENTS FOR THE ROLE:
3-5 years of administrative support experience in a global, multi-sectoral and multi-national organization
Strong organizational & follow through skills; good analytical and problem-solving aptitude.
Pro-active attitude, contributing to finding solutions/working towards the spirit of the teams' supported needs
Excellent project management skills, attention to detail and focus on delivery.
Excellent verbal and written communication skills; experience with writing reports, summaries, briefs and newsletters.
Proven experience with managing calendars and schedules, setting up & running virtual meetings, organizing & supporting in-person events
Experience with working on diverse multicultural teams and proven ability to communicate with people from various organizational levels.
Resilience and ability to work independently in a fast pace environment with competing priorities and multiple stakeholders.
Proficient use of Microsoft Office: Word, Excel, PowerPoint, Outlook.
Diligence and ability to focus on repetitive technical tasks with the process improvement aptitude.
Ability to offer insights to carry out the job more efficiently and effectively
Solutions orientated, highly organised, focused and able to balance multiple priorities independently, without supervision
Ability to converse and work with people at all levels confidently
Bachelor's degree, preferably in Communications, International Development, Leadership or other related fields.
Excellent command of the English language, verbal and written communication skills
Solid working knowledge/proficiency of the following applications: Office 365, MS Word, Excel, PowerPoint, Adobe Professional, Zoom, MS Teams, Mailchimp, Poppulo, Canva, Visio)
Ability and willingness to work flexible hours (including early morning or late night calls) when necessary to accommodate any time difference between self and manager/other colleagues supported
Preferred:
Good working knowledge of document formatting, creating presentations and Webinar development and facilitation
Experience with working remotely and on dispersed teams, cross-cultural relations skills
Positive, can-do attitude with strong inclination towards serving others and team work
Applicant Types Accepted: Local Applicants Only
World Vision International

Pasig City, Metro Manila
Permanent
Full-time