Executive & Governance Coordinator - World Vision

Purpose

To support the National Director in managing the office effectively & efficiently, including managing information, assisting in administrative tasks and meetings (including SLT and Board), making appointments, monitoring documents and mail, talking to external and internal customers, organizing events and trips, providing services, and taking care of personal agenda.

The role also supports the Governance and Risk and Compliance Director by acting as a central administrative and operational link between WV Ghana's SLT, the Board, and external stakeholders. The primary goal herein is to ensure that decision-making processes are transparent, compliant with legal requirements, and efficiently executed.

National Director’s Office Coordination

Ensure efficient and effective coordination of the National Director’s office, engaging with all direct reports of the ND; with the Board and Peers, ensuring and maintaining an efficient workflow. Ensure and maintain effective communication (oral and written), including reviewing documents, phone calls, emails, etc., and taking discerning decisions on how information should be managed with the National Director’s office. Ensure and maintain a positive image of the National Director’s office. This will require diplomacy and tact, especially in dealing with external partners

Reading and analyzing all correspondence, letters, etc. and determining their significance and routing to the appropriate officers in a timely and

Calendar Management

• Ensure a current and updated NDs Department calendar of events (local and international) to facilitate efficiency at the Department with no conflicting schedules.

Documentation and Filing

• Maintaining and ensuring safe management of both electronic and paper filing systems of all documents,
• Ensure that all minutes of the SLT and Board are filed and accessible to the ND and other required departmental leaders at any point in time.
• May be required to take minutes of the SLT and Board, and to ensure that all minutes are detailed and accurate
• Maintain an effective mailing system and appointments, ensuring excellent engagement with external partners and board members.
• Provide retrieval of organization information as may be required

Management of Reports

• Ensure compilation of monthly and quarterly reports for the National Director’s office and support the editing and dissemination of quarterly reports to the Board.

Local and International Travel Management

• Plan and manage the Department’s local and international trips, ensuring that all travel logistics are provided, including making changes to travels

Coordination of Donor Visits

• Coordinate all visits of the National Director’s Department, including donors, World Vision Int. Staff and other stakeholders, ensuring efficient delivery of travel logistics from inception to the end of visits.

Board and Committee Administration

• Plan and manage the annual calendar of board, committee, and working group meetings.
• Coordinate the collation and timely distribution of meeting agendas and supporting papers.
• Attend meetings and support in the production of formal minutes and record key decisions accurately.
• Track follow-up actions to ensure decisions are implemented by relevant staff.

Governance And Compliance Support

• Maintain and update corporate governance frameworks, including terms of reference and policy registers.
• Support in ensuring that the organization meets statutory reporting deadlines and regulatory requirements, such as filings with the Registrar of Companies.
• Manage corporate registers, including Registers of Interest, Conflicts, and Gifts.
• Assist with internal and external audit preparations by providing necessary documentation and evidence.
• Act as a first point of contact for governance-related queries from internal staff and external partners.
• Support the recruitment and induction process for new board members.

General Office Management

• Ensure General Office Management (equipment, furniture, facilities, and purchase requests) of the National Director’s office.

Knowledge/Qualifications For The Role

• Six (6) years of experience of which two (2) years must have been in a supervisory role
• 1st degree in the Business Studies /Social Sciences
• Excellent planning & organizing skills
• Strong computer skills – Advanced MS Word/PowerPoint
• Interpersonal & influencing skills
• Advanced report writing skills
• Knowledge of WVI policies and procedures.
• Must be a committed Christian, able to stand above denominational diversities.
• Attend and participate/lead in daily devotions and weekly Chapel services.
• Perform other duties as required.
• Strong spoken and written English; Proficiency in foreign language, preferably in French will be an added advantage

Travel and/or Work Environment Requirement

• Office-based
• Travel: As and when necessary, both internally and externally

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