Maseru, Lesotho
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!
Employee Contract Type:Local – Fixed Term Employee (Fixed Term)
Job Description:
Coordination of ND’s Office Services and Support -25%
Maintain ND’s agenda and assist in planning appointments, board meetings and conferences; Organise and the ND’s calendar, follow-up on scheduled meetings and handles reschedules as may be necessary; Regularly check ND’s diary and follow through the calendar; Reminds ND of meetings and appointments; Arrange meetings for ND outside of WVL offices. Coordinate the relevant departments and external stakeholders for the ND’s meetings; Provide support and guidance to the staff (Driver, Office Assistant) that directly deliver services to the ND’s office.
End results expected
Organised, planned and effective office management services achieved.
Communication & Documents Management 25%
Maintain electronic and paper records ensuring information is organised and easily accessible; Ensure that all correspondence to be signed by the ND is in an acceptable WVL format and letter head; Make proper follow-ups to ensure that outgoing correspondence from the office of the ND reaches its destination; Maintains flow of information in and out of ND’s office; Handle confidential documents and ensure that they remain secure; Scan and distribute mail from ND office to relevant officers for action; Arrange proper filing ND’s office.
End results expected
Outstanding flow of information, integrity and confidentiality maintained.
Hospitality in the ND’s Office- 20%
Welcome ND’s visitors at the office and ensure proper hospitality during their stay with COVID-19 protocols observed; Respond to clients’ inquiries to the ND’s offices; Receiving and screening phone calls and redirecting them to ND when appropriate;
Office supplies and other resources 15%
Ensure availability of office supplies and provide refreshments during meetings and office visits; Handles procurement process on the Provision System for the required resources; Organise petty cash advances and clearance process within the timelines; Perform any other duties as may be required from time to time.
End results expected
Office suppliers available and cash clearance completed within the timelines.
Excellent and professional customer service maintained.
People and Culture Support Services -15%
- Assist with the periodic bulk filing of staff information (contract renewals, merit letters, and performance management records (agreements and reviews) into HRIS;
- Assist P&C with coordination of effective orientation and induction to newly recruited staff (Police clearance, medical examination, organization policies, procedures and culture and work-related guidelines, norms and responsibilities etc.);
- Provide support for facilitating the process of acquiring relevant documents for Expatriates’ staff and their accompanying family members through the appropriate authorities, departments and relevant ministries;
- Assist P&C to ensure that information on new employees is provided timely for P&C updates to be shared on Communications newsletter.
- Assists with guidance to staff on day to day system navigation for employee self-service and any system related matter.
End results expected
Accurate and up-to-date human resources information system in place; efficient, effective and responsive P&C services provided.
Knowledge /Qualifications:
Minimum 2 years of experience in the executive/secretarial or administrative field;
- Minimum Educational level required: Diploma in Secretarial Studies, Administration or Business Management or related field;
- Preferred Educational Requirement: Degree in Administration or Business Management;
- Skills required:
- Interpersonal Relationship
- Team building
- Analytical and problem solving
- Decision making
- Effective verbal, listening and written communication
- Computer skills and ability to operate Microsoft programs
- Time management an;
- Fluency in spoken and written English and Sesotho
- High level of integrity and stewardship.
Core competencies
- Deliver results
- build relationships
- learn and develop
REMUNERATION: Competitive with market standards
Please upload your CV and covering letter with copies of educational certificates, transcripts and ID. You are requested to provide 2 professional referees, 1 spiritual referee and 1 HR Practitioner with full details including full names, relationship, email addresses, and contact numbers. At least one reference should be from recent supervisor.
Disclaimer: Applications received after the closing date will not be considered. Only shortlisted candidates shall be contacted.
Closing Date: 22nd July, 2022.
Applicant Types Accepted: Local Applicants Only