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Operations Assistant II
JOB PURPOSE:
The Operations Assistant position ensures that the Global Programmes & Resources (GPR) 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 GPR. The Operations Assistant will work with the staff across the GPR group providing support in areas of coordination, administration, scheduling, planning, on-boarding, and reporting.
KEY RESPONSIBILITIES:
- 40% – Manage the administrative support for the operations of three teams within the Global Programmes & Resources group: Education, Child protection and other stakeholders.
- 40% – Information management support in collaboration with Knowledge Management (KM) Advisor.
- 10% – Procurement and Budget/Finance support to the broader GPR Team
- 10% – Other duties as needed
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
- Bachelor’s degree, preferably in Communications, International Development, Leadership or other related fields.
- Excellent command of the English language, verbal and written communication skills.
- Proficiency in the following applications: Office 365 Applications (MS Word, Excel, Outlook, PowerPoint, Teams, Visio, etc.) Adobe Professional, Zoom, Mailchimp, Poppulo, or Canva.
- 3-5 years of administrative support experience in a global, multi-sectoral and multi-national organization is strongly preferred.
- Strong organizational & follow-through skills; good analytical and problem-solving aptitude.
- Proactive attitude, ability to contribute to finding solutions and working to address supported teams’ needs.
- Excellent project management skills with keen attention to detail and focus on delivery.
- 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 across all time zones.
- Experience in working with diverse and multicultural teams; proven ability to communicate with people from various organizational levels.
- Resilience and ability to work independently in a fast-paced environment with competing priorities and multiple stakeholders.
- Diligence and ability to focus on repetitive technical tasks with the process improvement aptitude
- Solution-oriented and with ability to offer insights to carry out the job more effectively and efficiently
PREFERRED KNOWLEDGE & QUALIFICATIONS:
- Good working knowledge of document formatting, creating presentations, and webinar management.
- Experience in working remotely with geographically dispersed teams; strong interpersonal and cross-cultural skills.
- Positive, can-do attitude with a strong inclination towards serving others and teamwork.
TRAVEL AND WORK REQUIREMENTS
- This role is to be remote/home working. The person in this role must have the ability and willingness to work flexible hours (including early morning or late-night calls) when necessary to accommodate time zone differences between self and manager and other colleagues supported
- The position requires ability and willingness to travel domestically or internationally up to 5% of the time
Emergency Communications Readiness and Response Advisor
Key Responsibilities:
Job Purpose
World Vision is responding to more large-scale, complex emergencies than ever before. There are more demands on communications to be ready, responsive and to handle much greater volumes of Partnership interest and demand for voice and content to meet growing audience requirements.
This position partners with the Emergency Communications Advisor to strengthen Partnership humanitarian communications leadership, readiness and operational agility in support of live emergencies and the ongoing positioning World Vision’s humanitarian expertise and brand.
This role will also monitor and calendar global moments, events, anniversaries, and key dates, partnering with owners and stakeholders, to ensure the proactive engagement and positioning of emergency communications.
KEY RESPONSIBILITIES
Emergency communications operational leadership
- Live emergencies: Lead emergencies communications for named global emergencies, engaging with regions, GC communications and Disaster Management, leading on coordination, and supporting with message review and sign-offs, media booking, MS Team chat management, Partnership and executive communications, media release writing and content briefing and review; represent comms on key executive Disaster Management meetings; and help source staff and consultants for responses and deployments. Provide communications advice and support for humanitarian crises for named regions and responses. Facilitate deployment processing and budget support for members of the Emergency Communications Team to ensure rapid travel.
- Deploy physically or virtually into responses for up to three months, providing communications leadership.
- Stand in for Emergency Communications Director when needed.
- Content: Produce or facilitate the delivery of evergreen and rapid-turnaround designed content including infographics, icons, illustrations, maps etc for use on social media, online and by fundraisers. Source wire agency images. Support global moments, e.g. World Humanitarian Day, and key events when required.
- Systems: Ensure emergency comms systems and processes are ready to go for high-profile / CAT 3 declared global emergencies. Maintain and improve humanitarian comms related systems and processes to reduce red tape and simplify, working with appropriate stakeholders to ensure rapid access to staff, information, content. Systems include: MS Teams’ rooms; VIP and media field trip requests and planning, comms staffing; spokesperson database; pull-down TORs/JDs; templates, KPI tracking; Upgrade systems.
Capacity building: to deliver and surge
- Build, monitor and promote global roster of deployable (virtual and physical) trained communicators, including external consultants, so World Vision is ready for high-priority emergencies, especially those in high-risk contexts. High-potential talent is spotted and trained.
- Focus on strengthening World Vision’s deployment capacity, focusing on compliance and culture, to ensure field offices and regions have sufficient deployable and response communications capacity and the training opportunities and tools to support this drive. Target Support Offices to provide and train deployable communicators.
- Collaborate with other GC communications functions, including GC Marketing, to build capacity; support and promote highest priority capacity building and training efforts; improve and create online emergency comms course elements and run virtual or in-person training.
- Collaborate with regions to ensure Regional Disaster Management Teams have trained deployable security compliant communicators and access to deployment opportunities. Global Rapid Response Team is staffed with sufficient deployable communicators.
Strengthen DM sector thematic and grant communications
- Humanitarian sector communications: Strengthen WV’s communications in the following areas: resilience, adaptation, Nexus (survive, rebuild, thrive), peacebuilding etc to demonstrate WV expertise across the Disaster Management timeline.
- Grant communications: Strengthen grant communications capacity. Do this with capacity building, sharing of best practices, templates and standards.
Personal development
- Pursue personal development goals outlined in Performance Agreement.
KNOWLEDGE, SKILL AND EXPERIENCE
Required Education, training, license, registration, and/or Certification Bachelor’s degree in communications, international development, media, journalism or PR
Required Professional Experience
- Minimum of 8 years’ experience to demonstrate breadth of knowledge, wisdom and organizational politics.
- International development or humanitarian industry knowledge, experience or learning strongly preferred.
- Overseas experience and evidence of cultural sensitivity Advanced news writing for journalism and online.
- Evidence of strong understanding of social and online media.
- Team management and coordination.
- Project management, coordination and administration skills.
- Proven ability to train / capacity build via range of techniques.
- Proven ability to think strategically, manage and plan to meet deadlines.
- Excellent interpersonal, cross cultural and communication skills.
- Evidence of emergency or crisis communications/coordination.
Preferred Experience, Knowledge and/or other Qualifications
- Bachelor’s degree in communications, international development, media, journalism or PR
- A Christian commitment and its expression are required.
- Design and production skills (Adobe)
- Personal security and security management trained.
Required travel and/or work environment accommodations
- Deployment capability required. May require up to three-months deployment.
Required Language(s)
- English (spoken and written) required.
- Additional languages preferred (especially Spanish, French, German, Arabic).
Method of Application
Use the link(s) below to apply on company website.