Project Management jobs, Administration jobs, Communications jobs,
Senior Project Manager
Job Description Summary
As part of the Advocacy & External Engagement (A&EE) team, the Senior Project Manager will provide high-level end-to-end project management, budget management, and business operations support to facilitate A&EE’s strategy implementation and overall effectiveness.
This role will include stakeholder management for complex projects, strategic planning, and budget management, including implementing the departmental budget-setting process and undertake ongoing efforts to track and optimize spending. This position will focus on connecting project deliverables across teams and tracking/aligning spending to ensure agile re-allocation of resources as needed.
MAJOR RESPONSIBILITES:
35% Strategic Planning and Stakeholder Engagement
- Provide end-to-end project management support for complex projects. This will include: (1) develop and update project management plans; (2) present data and information visually for senior leadership decision-making; (3) coordinate, clarify, and align activities across stakeholders; (4) facilitate ongoing performance management – escalating issues to senior leadership for action as needed; and (5) align activities with allocated budget and monitor budget spend.
- Support annual and three-year business planning ensuring that all key stakeholders are aware and provide input to the planning process.
30% Budget Management
- With oversight from the Senior Director, design and implement a budget development and monitoring approach for A&EE, ensuring optimized financial management and oversight.
- Supervise regular tracking and accurate classification of expenses across A&EE teams.
- Direct financial analysis and forecasting of financial performance on a monthly basis and annually for input to the annual planning process. Meet with individual team members in 1:1 meetings to discuss budget plans and spending.
- Coordinate year-end financial activities and reporting, which include, accruals, carry forwards and partnership special projects, among others.
35% Business Operations
- Ensure smooth functioning of the administrative, financial and operational needs for the A&EE team.
- Ensure effective A&EE service procurement and consultant management (particularly consultants used for research work).
- Problem-solve A&EE operational and administrative issues.
- Supervise the team Operations Coordinator to ensure optimized administrative effectiveness and efficiency.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE:
- Minimum 5 years’ experience working in the consulting, business operations, or international development industries.
- Strong experience and skills in project management, budget analysis, and operational and management oversight.
- Strong written and verbal communications skills.
- Strong quantitative analysis skills and experience with project management software (Smartsheet, etc.)
Required Education, training, license, registration, and certification:
- Bachelor’s Degree in field related to business management, operations, or international development/humanitarian aid.
Preferred Knowledge and Qualifications:
- Professional Project Management certifications (Agile methodology; Prince2; etc.)
- Understanding of/familiarity with WV’s global ministry.
- Knowledgeable about institutional audiences – governments, NGO partners, UN system, donors.
- Previous staff management experience
Travel and/or Work Environment Requirement
- Ability and willingness to work within 4 hours of overlap during business hours of the West Coast in the US.
- Ability and willingness to travel internationally 5-10% of the time.
Executive Associate
Job Description:
The position provides a wide range of complex executive and organizational support to the, People & Culture and Finance Directors that ensures efficient functioning of the office and effective communication with stakeholders for efficient and effective delivery of quality leadership and achievement of strategic objectives. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Regional People & Culture Director and the Regional Finance Director.
The position supports the People & Culture Director and Finance Director in linking the strategic and leadership roles of the various units and departments in order to minimize risks and ensure efficiency in the management of the EARO. Furthermore, the position provides executive support and coordination to ensure an effective, efficient and cohesive management of the organization, leading to long term sustainability of the institution.
This position communicates World Vision’s Christian ethos and demonstrate a quality of spiritual life that is an example to others.
25%
Strategic Support to Regional Finance Directors office
- Manage Regional Finance Director’s (RFD) calendar in conjunction with Finance directors in the field offices.
- Manage leave schedules for the RFD
- Coordinate and research documentation for RFD internal, external, regional and global meetings and presentations and keep tract of actions and implementation
- Prepare monthly, quarterly and adhoc reports from the national offices and follow up of the execution of action items as needed
- Manage expenses, advances and claims for RFD
- Take initiative to meet needs relative to the field/global center information/guidance to ensure effective communication is on going
- Provide support to regional working groups that require RFDs attendance and support
- Receive, screen and process incoming documentation and ensure confidential matters are handled promptly and efficiently
25%
Strategic Support to Regional People &Culture ( RP&CD)
- Assist in interview management during selected interviews
- Manage RP&CDs calendar in conjunction with P&C directors in the field offices.
- Manage leave schedules for the RP&CD
- Coordinate and research documentation for RP&CD internal, external, regional and global meetings and presentations and keep tract of actions and implementation
- Prepare monthly, quarterly and adhoc reports from the national offices and follow up of the execution of action items as needed
- Manage expenses, advances and claims for RP&CD
- Take initiative to meet needs relative to the field/global center information/guidance to ensure effective communication is on going
- Provide support to regional working groups that require RP&CDs attendance and support
- Receive, screen and process incoming documentation and ensure confidential matters are handled promptly and efficiently.
- Coordinate strategic team meetings with National P&C Directors such as monthly meeting, global meetings that require the participation
20%
Administration and Travel Coordination
- Organise internal and external events and forums that require RFD and P&C D participation
- Travel coordination and trip direction for RFD and P&C D in conjunction with National offices and global center staff.
- Manage and improve business processes for front and back office – procurement, finance, travel advance requisition and settlement for RFD & R P&C D
- Provide professional and confidential administrative secretarial support to the executive team.
20%
- Supporting the tracking of IPH incidents that are related to Finance and P&C. following up with the relevant National offices and coordinating with P&C and Finance Director to ensure closure within the timeline.
10%
Others
- Carry out any other work assigned by the Supervisor when required.
KNOWLEDGE/QUALOIFIVATIONS FOR THE ROLE
Required Professional Experience
- A university degree in administration, communications, or related and transferable field of study required.
- HR Certification or Finance certification
- Experience: At least 3 years’ experience in a supervisory role or approx. 3-5 years’ experience in supporting high level senior executives.
Required Education, training, license, registration, and certification
- Effective written and verbal communication in English
- High level of computer literacy / proficiency
Preferred Knowledge and Qualifications
- Experience in humanitarian diplomacy and government relations.
- Requires excellent communication skills; writing and editing concise, clear letters, reports, articles or e-mails.
- Requires good interpersonal, negotiation and administrative skills. Treating others with respect, regardless of position or function. Good listener
- Ability to deal with others in order to reach an agreement or solution; for example, consensus building.
- Able to establish and maintain a good rapport and cooperative working relationship with Partnership stakeholders, Regional Leadership and National Directors.
- Requires ability to maintain confidentiality.
- Strong documentation skills including report writing and minute taking.
- Ability to appropriately handle competing requests for the RLs attention.
- Skill at negotiating with various personalities and developing internal and external network of contacts.
- Experience working in Africa will be preferred
- Effecting management of cross-cultural relationship
- This requires strong organizational skills, independent judgment, and the ability to be flexible as the demands and priorities change
Travel: 10% international travel is required.