External Vacancy Announcement
INTRODUCTION
Save the Children is an exciting and dynamic organization that follows a holistic approach to achieve more for children and use its resources in an efficient and sustainable way. In every programming we aim to achieve results at scale, build partnership to influence others and increase our impact; look for innovate solutions to the problems children faces, campaign for better practice and ensure that Children’s voices are heard.
Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behavior towards children both in their private and professional lives.
Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
Job Title | Executive Assistant |
Code | 0259 |
Place of Work | Addis Ababa |
Program/Unit | CD Support |
Monthly Salary in ETB | As per the scale of the organization |
No. of Positions | One |
ROLE PURPOSE:
Assists the CD and be responsible for correspondences and mailing, processing agreements; be responsible for sending and receiving pouches, booking hotels and air tickets, reserving conference room and facilities. The EA is the overall point of contact on support issues related broadly to communications issues within the Ethiopia Country Office (EtCO).
SCOPE OF ROLE:
Reports to: Country Director
Dimensions: Save the Children works in -- regions in Ethiopia with a current staff complement of approximately -- staff and current expenditure of approximately $90+ million each year.
Staff directly reporting to this post: None
KEY AREAS OF ACCOUNTABILITY
· Receives and screens incoming telephone calls, letters, e-mail and messages.
· Handles administrative routines of the Country Director’s office.
· Screens documents that need the approval of the Country Director, and ensures they are completed before presenting them for approval;
· Makes appointments and schedules meetings with the Country Director and updates the Country Director’s calendar, and assists in the preparation of presentation to donors and visitors;
· Respond routine letters and general correspondences coming to the Country Director’s Office;
· Liaises with all departments and Sub-Offices to ensure that adequate follow up is taken of the decisions agreed by the Country Director;
· Makes travel arrangements and the required logistical arrangement for the Country Director;
· Ensures that stationery and other office supplies are available for the Country director’s office;
· Coordinates the Senior Staff members 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 visitor’s itinerary and send required visitors information, and arranges logistics and assists visitors in their visit schedule as required
· Maintain up to date central files/documentation on each program file, including proposals, reports, donor agreements, modifications, etc
· Manage and update central resources (including central resources stored in SC internal IntraNet), and send out regular updates to program staff as to what is available in central resources
· Ensure (be point for) posting of proposals and other 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 accompany 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 modelling 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
Ambition:
· Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
· Widely shares their personal vision for Save the Children, engages and motivates others
· Future orientated, thinks strategically
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
QUALIFICATIONS AND EXPERIENCE