ROLE PURPOSE:

The Executive assistant is the overall point of 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 amount responsibilities with ease. This role requires someone who can prioritise 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 staff, and with expenditure of approximately $90+ million each year.

The role holder will:

a. 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.

b. Provide comprehensive professional support services to the CD and anticipating 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 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 of the decisions agreed by the Country Director;
• Attending all SMT meetings and ensure conveying points in discussion to be 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 insures 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 visualize 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 insure the coherence of the rotation plans and ensuring having a core team in 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 are in place.
• 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;
• 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 managing 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 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
• 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 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 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

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