JOB TITLE:  SMT Executive Assistant

TEAM/PROGRAMME:

LOCATION: Save the Children, Coordination

GRADE: 3

Type of Contract: Fixed Term (1 Year)

CHILD SAFEGUARDING: 

Level 3 – The responsibilities of the post may require the post holder to have regular contact with or access to children or young people. As part of these responsibilities the post holder will support the establishment of child safeguarding systems, promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis.  The post holder should report and respond to interventions as determined by position related responsibilities identified in the Child Safeguarding Policy.

ROLE PURPOSE: Responsible to the Country Senior Management Team (SMT) for providing effective executive and administrative support services for the Country’s leadership. Specific duties include: Coordination and facilitation of SMT meetings and engagements, preparing correspondence, record management improvement plan (MIP) actions, scheduling appointments, planning/organising meetings and conferences, writing minutes, as well as monitoring the progress of various agreed SMT decisions to ensure that SMT decisions are followed through.

SCOPE OF ROLE: 

1. Schedule appointments, screen requests and agenda points for meetings, synchronize and update the SMT engagements and CD appointments
2. Receive, sort, record and distribute mail, general correspondence and documents to appropriate heads of department/SMT members.
3. Oversee the proper maintenance, storage, retrieval of files and SMT documents in order to ensure that they are accessible and secure, especially when they are required.
4. Prepare notes, correspondence and reports as instructed by members of SMT.
5. Organize senior level meetings and conferences, and accurately record proceedings of various deliberations.
6. Prepare pre-meeting materials and documents as requested
7. Monitor and track the progress of various assignments and regularly update the SMT and CD on organisational deadlines.
8. Collaborate with other functions to submit all expenses relating to SMT and the Office of the CD whilst following an established expense reporting process.
9. Proactively schedule internal/external meetings between the Office of the CD and other departments/outside visitors
10. Facilitate videoconference meetings with other global offices
11. Perform any other duty as assigned

Reports to: The Country Director

Staff reporting to this post: None

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY : 

• Ensure transparency and accountability at all levels of work
• Ensure accountability to beneficiaries, partners and donors
• Maintain confidentiality of privileged information obtained in the course of work

SKILLS AND BEHAVIOURS (SCI 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 their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

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; demonstrates highest levels of integrity

QUALIFICATIONS  

• Higher National Diploma in; Mass Communication/Secretarial Practices/Business Administration preferably a university degree.

EXPERIENCE AND SKILLS

1. 1. At least three years’ work experience preferably with an International and Non-Governmental Organization, Government Parastatals or private sector in similar proposed field
   2. Proficiency in using MS Word, Excel and other computer software packages e.g. use of the e-mail
   3. Excellent English language communication proficiency and interpersonal skills with an attention to detail, along with an ability to analyse and evaluate different types of information
   4. Knowledge of principles and practices of organization planning, records management and general administration.
   5. Ability to communicate effectively both verbally and in writing with staff and public.
   6. Ability to follow oral and written instructions and to respond to routine letters and prepare reports
   7. Maintain confidentiality of privileged information obtained in the course of work
   8. Must be willing to learn
   9. He/she shall establish harmonious and effective working relationship both within and outside the organization
   10. He/she must be innovative, passionate and commitment

• He/she shall work independently with little or no supervision

Equal Opportunities 

The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures. Female candidates preferred.

Health and Safety

The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the Post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

JD written by: Victoria SmithDate:JD agreed by:Date:Job Description updated By: Patrick AnaloDate: 23rd March 2023

HOW TO APPLY;

Note that all applicants should apply through the following link provided below (Taleo Link). FEMALE CANDIDATES ARE ENCOURAGED TO APPLY

Job Description -SMT Executive Assistant (230001L3) (taleo.net)  SMT Executive Assistant