Executive Assistant

ROLE PURPOSE: 

The Executive Assistant is the overall point of the contact person to support the CD. S/he supports the CD and DCDs with tasks such as scheduling; reviewing, prioritizing, and responding to correspondences; answering and returning phone calls; organizing documents; maintaining records; taking notes at SLT meetings and any other administrative tasks that help the CD and DCDs. The role holder must be a multi-tasking, time management, and customer service expert. S/he is expected to work under pressure and handle large amounts of responsibilities with ease. This role requires someone who can prioritize tasks and manage Senior Leaders' expectations. 

SCOPE  AND PURPOSE OF ROLE:

Reports to: Country Director

Staff directly reporting to this post: None

Dimensions: Save the Children works in all regions of Ethiopia with a large number of staff, and with the expenditure of approximately $90+ million each year.

The role holder will:

• Coordinate and participate in different tasks and projects for the country director and other members of the Country Office Senior Leadership Team (SLT) when needed.
• Provide comprehensive professional support services to the CD and anticipate his/her requirements in all matters related to his/her immediate and long-term projects.

KEY AREAS OF ACCOUNTABILITY:

• Receives and screens incoming telephone calls, letters, e-mails, and messages of the Country Director’s Office.
• Respond to routine letters and general correspondences coming to the Country Director’s Office;
• Provide interpretation and translation of documents from Amharic to English and vice versa when needed
• Liaises with all departments and Sub-Offices to ensure that adequate follow-up is taken on the decisions agreed upon by the Country Director;
• Attending all SMT meetings and ensuring conveying points in the discussion are transformed into actions
• Facilitate the planning of the Senior Management Meetings; assure the cohesion and consistency of information shared and that agreed-upon actions are followed through; facilitate information flow and coordination for cross-function initiatives.
• Owner of the SMT deliverables tracker, which ensures key tasks are followed and completed on due time
• Ensure appropriate levels of confidentiality and data protection are maintained in relation to HR, SLT decisions, crisis management, and Child Safeguarding matters in particular
• Working closely with the CD & SLT on the yearly calendar for the CO, which visualizes the important tasks and deadlines for each department.
• Develop strong, positive relationships with all relevant stakeholders on behalf of the CD and become an informed key contact for different stakeholders.
• Coordinating and working closely with the CD on the Travel & Leave Planner for NLT & International staff to ensure the coherence of the rotation plans and ensuring having a core team in the country, especially during major and critical periods.
• Handles administrative routines of the Country Director’s office.
• Screens documents that need the approval of the Country Director, and certifies they are completed with compliance before presenting them for approval in ensuring that the process went through the right channels and financial verification is in place.
• Makes appointments and schedules meetings with the Country Director and updates the Country Director’s calendar, and assists in the preparation of presentations to donors and visitors;
• Liaises with all departments and Sub-Offices to ensure that adequate follow-up is taken of the decisions agreed by the Country Director;
• Ensure the CD has all relevant documents needed for briefings and meetings, as well as manage preparation time to ensure the smooth running of high-level
• Makes travel arrangements and the required logistical arrangement for the Country Director and DCDs;
• Ensures that stationery and other office supplies are available for the Country director’s office;
• Coordinates the Senior Staff member's meetings and other workshops;
• Prepares the major events and visitors calendar, SMT-Out-of-Office notice and sends out the information to all staff members;
• Compiles meetings\workshops documentation and provides background documents for the Country Director;
• Tracks down visitors’ itinerary and send required visitors' information, arranges logistics and assists visitors in their visit schedule as required.
• Manage and update central resources (including central resources stored in SC internal IntraNet), ,send out regular updates to program staff as to what is available in central resources.
• Ensure (be a point for) posting of key documents on the HUB and tracking the status (incl. informing staff members about pending issues and ensuring that issues are responded to in a timely fashion).
• Coordinate high-level field visits and accompanies visitors as necessary to the field
• performs other related tasks as required;

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved
• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development, and encourage others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, members, and external partners, and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

Job Requirements

QUALIFICATIONS AND EXPERIENCE

• Bachelor's degree in Secretarial science or any other relevant field.
• 8 years relevant experience of which 2 years directly assist at high level.
• Computer literate – including the use of the Internet, and Microsoft Office.
• Good experience in planning, coordinating, and implementing work activities.
• Good knowledge and experience in general administration for Leadership including confidential
• Very good skill in report writing.
• Excellent oral and written English language skills and strong interpersonal skill

KEY COMPETENCIES

Generic Competencies

• Child Rights: Promotes an enabling environment for participation, and accountability to children
• be  the Innovator: Promotes innovation to find new and better approaches to driving progress for children
• Deliver Results at Scale: Promotes a clear focus on impact in a project and program design, management, and oversight
• Being the Voice of Children: Promotes evidence-based policy and public engagement that includes the voices of children and their communities
• Advancing Equality & Inclusion: Displays a commitment to ensuring everything we do considers the most deprived and marginalized children and adolescent
• Building & Strengthening Partnerships: Promotes working with diverse partners as critical to the delivery

How to Apply

Application Information

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at http://www.savethechildren.net/careers

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

Interested applicants who meet the MINIMUM requirements should apply using the link: https://stcuk.taleo.net/careersection/ex/jobsearch.ftl?lang=en