PURPOSE OF POSITION

To provide programmatic support in the administration of the IDP Response Team

 Ensure that all project information is correctly recorded and filed  
 All NOCs for areas of Operation (soft and hard copies) are filed and available to the team
 All project agreements and amendments are filed (soft and hard copies) and available to the team
 Assist in the preparation of contracts for the hiring of external consultants.
 In consultation with the Senior Program Officer ensure that all new Project Agreements are signed by the donor and Country Director and filed (both soft and hard copy) and filed.
 Update project information for external donors and World Vision Support Offices 
 Post monthly, quarterly, annual, mid-term and final reports on the PAKO Programs Database for each of the grants and private funds.
 Update the program matrix for current and potential funding on a weekly basis and share with the Programs Team and Area Managers
 Post the weekly and monthly IDP Response Reports, stories and photos and program matrix on www.wvrelief.org
 Maintain and update the contact details for all external donors and key Support Office staff.

 Provide administrative support to the IDP Response Manager and key IDP Response staff 
  File the Response Managers emails on a daily basis
 Manage the diary of the IDP Response Manager and make appointments as required
 Make Travel and accommodation arrangements as required by the Response Manager
 Manage the visits of external and World Vision donors as required by the IDP Response Manager
 Organise meetings as required by the Response Manager.
 Update the visitor guide for visitors to the IDP Response

Knowledge and Skills: Excellent interpersonal skills for dealing with external stakeholders, superior communication skills (both written and verbal), A keen eye for detail, the ability to take the initiative and work independently with limited supervision, the ability to work under pressure and multi-task and a willingness to learn about programming

3-5 years Previous experience in providing administrative support to key staff within an NGO context
2-3 years Previous experience in using Lotus Notes, Excel, Word and Microsoft Project and the ability to touch type (70 words per minute)
1-3 years Previous experience in preparing project agreements, contracts and other legal documents would be an advantage
Previous experience in event management
Fluent in English, preferred knowledge of Urdu/Hindko/Pashto