Executive Support Coordinator (Re-Advertisement) at Save the Children

KEY AREAS OF ACCOUNTABILITY

Advocacy and Communications

• The ESC will manage the calendar of the Country Director to include external engagements with key partners (Donors, Local Partners, Board Members, Government ministries etc.)
• Take a lead role in organizing the logistical arrangements for meetings, receptions, travel and other events involving the Country Director, in liaison with other departments as required. This will include taking full responsibility for scheduling timings and venues, communicating arrangements to partners and SC staff, organizing transport, booking facilities and hiring service providers as required.
• Maintaining the annual country office calendar including all key processes as well as field office travel schedules for the senior leadership team.
• Maintaining the Management Action Plan (Tracker) and ensuring that the deadlines are tracked and followed up.
• Preparation of draft monthly and quarterly Country Director reports to the Regional Office for Country Director approval
• Supporting SMT and board meetings, developing the agenda and materials as needed and ensuring that action plans are tracked, followed up and reported back to the following meetings; working with colleagues to ensure the monitoring and dissemination of the annual calendar for these and related management meetings.
• Attend to and monitor urgent enquiries and issues, ensuring that they are brought to the Country Director’s attention and, where relevant, referring matters on to appropriate staff for response.
• Identify appropriate opportunities with external and internal stakeholders to ensure CD’s visibility and accessibility, working with relevant departments where necessary.
• Maintaining and ensuring that key country office information (CSP, Maps, Organograms etc.) is accurate, summarized, and is in a format to share with external parties, new board members and staff.
• Reviewing all the letters, contracts, Memos before Country Director Approval.
• Review of NAF budget request before the Country Director approvals to check on the availability of the funds.
• Maintain an effective and confidential filing system for the Country Director including preparing replies to routine and basic correspondence on behalf of the Country Director.
• Other duties as may be assigned by the Country Director.

QUALIFICATIONS AND EXPERIENCE

• Education to degree level (Bachelor’s degree)
• 5 years’ experience in similar role or equivalent
• Minimum 3 years’ experience of working in the humanitarian or development sector for an international NGO
• Experience of working in large diverse teams with colleagues from many cultures backgrounds
• Exceptional planning and organizational skills.
• Strong project reporting skills with a focus on interdepartmental communication.
• Confident in dealing with large groups of people and with senior level staff, visitors and partners
• Experience of dealing with complex diary and international travel arrangements.
• Good interpersonal and communication skills.
• Professional manner and approach to work.
• Attention to detail and high quality work.
• Appropriate levels of confidentiality and ability to ensure these levels are maintained.
• Eagerness to take on new and complex work packages.
• Competent in use of Microsoft Office including Word, Excel, PowerPoint and Outlook.
• Commitment to Save the Children’s aims, values and principles including willingness to abide by and enforce the Child Safeguarding policy.