JOB TITLE: Support Assistant - SMT
TEAM/PROGRAMME: SMT (CD, OPD,MAC, PDQ)
LOCATION: Amman
GRADE: 6
CHILD SAFEGUARDING:
Level 1– No CRB check is required as you will not have contact with children or young people or access to data
ORGANISATION PROFILE:
Save the Children is the world’s leading independent organisation for children. We work in 120 countries. We save children’s lives; we fight for their rights; we help them fulfil their potential.
We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.
We have over two million supporters worldwide and raised 1.6 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises.
By mid-2013 most of our international programmes will be delivered through a merged operation with 14 000 staff, managed through seven regional hubs and reporting to a relatively small, central office. We’re changing to become more efficient, more aligned, a better partner, a stronger advocate, a magnet for world-class people and relevant for the 21st century.
ROLE PURPOSE:
To provide a professional support service to the CD and specific SMT members, anticipating her/his requirements in all matters related to her/his immediate and long term schedules, and managing associated administration to prescribed deadlines. Representing the CD to internal and external stakeholders, in a professional and personable manner.
SCOPE OF ROLE:
Reports to: CD
Staff directly reporting to this post: none, though collaborating with and providing support to members within the SMT teams and functions
KEY AREAS OF ACCOUNTABILITY :
provide a comprehensive executive support service, including proactive management of the CD/SMT’s diary and travel arrangements (including ticketing, hotel accommodation, travel related documentation (including visas), foreign currencies and itineraries for all trips)
provide an effective and professional liaison with key contacts of the CD/SMT, both in Jordan and overseas, and internal and external
manage “day files”/brought-forward system to ensure the CD/SMT has all relevant documents needed for briefings and meetings at least 24 hours in advance, as well as managing preparation time and pre-reading deadlines to ensure the smooth running of critical high level meetings
prepare documents (including letters and slide decks) and other materials for the CD, and distribute to relevant stakeholders according to agreed deadlines
work closely with CD/SMT to anticipate her/his requirements in all matters related to her/his immediate and long term schedules. This will require a good knowledge of events, meetings, processes and key personnel involved
manage the in-tray (email and post) for the CD, prioritising emails and correspondence (including ‘phone messages), dealing with them directly where possible and preparing and following up items that need to be handled by the CD (including ensuring urgent messages are received personally
pro-actively manage and organise – and, where appropriate, take notes of – a variety of meetings as defined by the CD, and follow up on/monitor action points; includes preparing dial-ins and checking attendees in advance
manage CD calendar, as well as key events, tasks for SMT to follow-up on
manage the CD’s IT needs, business cards, stationery and expense submissions
become an informed key contact for the departments under the CD, mainly SMT level, in relation to all activities within the responsibilities of the CD
develop and maintain an effective filing system for the CD
undertake occasional project work to deliver the CD’s business objectives
ensure appropriate levels of confidentiality and data protection are maintained in relation to HR, crisis management and Child Safeguarding matters in particular
act as Crisis Management Team Administrator (for which training will be provided)
obtain briefing materials and speaking notes for all meetings and conferences attended by the CD and SMT
carry out research for the CD as requested
advise and propose solutions to CD where and when appropriate
develop strong, positive relationships with all relevant stakeholders on behalf of the CD
proactively gain understanding of content for key issues/areas of CD activities where possible/reasonable, and propose/initiate next steps where appropriate
liaise with external and internal visitors, prepare visit schedules for auditors (meetings, rooms for audit visits), Member CEOs, specific member-led visits, the Board, Media, key stakeholders and donors (arranging dates of meetings, 121 calls, etc)
assist the CD in maintaining various forms of communication: social networking, Twitter, blogs, etc
carry out any other duties either in addition to or instead of those outlined above which may reasonably be required from time to time.
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
EXPERIENCE AND SKILLS
Extensive experience in a similar role, preferably within the NGO sector and/or in an international environment
Experience of dealing with complex diary and international travel arrangements for a multi-functional director, including event planning
Ability to plan ahead, devise and manage work plans, anticipate requirements, problems and obstacles to work effectively whilst remaining calm under pressure to tight timescales
Highly developed organisational skills
Sound judgement and an ability to effectively prioritise multiple tasks in a constantly changing environment
Self-motivated, proactive and flexible; able to make judgements as to when to take the initiative on the CD’s behalf
Eagerness to take on new and complex work, as well as other tasks such as organising lunch/drinks through the day etc. for the CD
Highly computer literate and confident with Word, PowerPoint, Outlook and Excel, as well as IT-savvy where communications are concerned
Sound knowledge of office practices, procedures and administrative systems including filing systems.
Strong coordination and time management skills. Ability to plan ahead, devise and manage work plans, anticipate requirements, problems and obstacles, juggle competing priorities successfully, and work effectively and calmly under pressure to tight deadlines.
Ability to adopt a pro-active approach to problem solving working closely with both the CD and other colleagues as required and offering solutions as appropriate
Strong time management skills
Proven ability to work effectively at a senior level, gaining trust and confidence with stakeholders
Able to manage and develop strong, positive relationships on behalf of the CD
Strong written and oral communication skills, fluent in English and Arabic
With the ability to speak other languages desirable
Ability to draft well-written, professionally presented correspondence and positively reflect the CD
The ability to liaise and communicate effectively with a broad range of people at all levels, across different cultures and to act with credibility, discretion, tact and diplomacy
Recognition of the need for confidentiality across all levels of work
The ability to provide a certain degree of flexibility in working hours and availability for the CD, as we all as occasionally work outside normal hours to meet immediate deadlines or to liaise with people in other time zone
A team player with a positive ‘can do’ attitude and someone who is deeply committed to Save the Children’s mission
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.
Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
[email protected]
كما يرجى كتابة مسمي الوظيفة فى خانة
"subject |