Administrative Assistant
World Vision International
Pasig City, Philippines
2d ago

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 JOB

The position provides a variety of operational and administrative functions to ensure smooth and efficient functioning of the Global Finance Solutions (GFS) team.

KEY RESPONSIBILITIES

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.

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.

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.

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.

Maintain the laptop inventory and purchase schedule.

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

KNOWLEDGE / QUALIFICATIONS FOR THE ROLE

  • 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

    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 or education in finance, accounting, statistics is preferred

    Skills and experience on graphics, design and communication materials

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