Save the Children International is looking to recruit for the following position:
Job Title: Regional Executive Support Officer
Team / Programme: Office of the Regional Director
Location: East and Southern Africa Regional Office – Nairobi
Reports to: Regional Director, East and Southern Africa
For over 90 years, Save the Children has been making a difference in children’s lives in more than 120 countries. We are the world’s largest independent child rights organization, underpinned by a vision in a world in which every child attains the right to survival, protection, development and participation.
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 behaviour towards children both in their private and professional lives. 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 a key member of the Regional office team you will be the trusted partner of the Regional Director and the Senior Leadership Team (SLT) on all administrative related matters. The position provides high-level administrative support by handling information requests, and performing clerical functions such as organising travel, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
The Regional Executive Support Officer assists the RD and SLT and is responsible for correspondences and mailing, processing agreements; for sending and receiving pouches, booking hotels and air tickets, reserving conference room and facilities. The RESO is the overall point of contact on support issues related broadly to communications issues within the East & Southern Africa Regional Office.
Dimensions: Save the Children works in 12 countries in East and Southern Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan, Tanzania, Ethiopia, Malawi, Mozambique, Tanzania, Zambia and Zimbabwe) with a current staff complement of approximately 5500 staff and current expenditure of approximately $410 million each year.
Responsibilities for the Regional Support Officer Job
- Act as the primary administrative aide to the Regional Director, responsible for the day to day oversight of the Director’s activities
- Provide a variety of administrative, coordination and logistics services in support of Senior Leadership Team (SLT) and Regional Leadership Team (RLT)
- Handles administrative routines of the Regional Director’s office; receives incoming telephone calls, letters, e-mail and messages
- Makes appointments and schedules meetings with the Regional Director and updates the Regional Directors calendar
- Manages Communication from the Regional Director and Senior Leadership Team to the Country offices.
- Respond routine letters and general correspondences coming to the Regional Director’s Office
- Compile expense reports ensuring expenses are approved in a timely matter
- Ensures that stationery and other office supplies are available for the Regional Director office
- Maintain up to date central files/documentation
Meeting coordination and support
- Coordinates the Senior Staff member’s meetings and other workshops
- Compiles meetings\workshops documentation and provides background documents for the Regional Director
- Tracks down visitor’s itinerary and send required visitor’s information, and arranges logistics and assists visitors in their visit schedule as required
- Prepares the major events and visitors calendar, SMT-Out-of-Office notice and sends out the information to country offices
- Act as a coordinator and liaison between departments, programs and SCI partners
- Facilitate the International staff work permit, visa process and other logistical support, ensuring visitors are well catered for
- Makes travel arrangements and the required logistical arrangement for the Regional Director and the regional SLT
Skills Required for the Regional Support Officer Job
- 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
- Creates a managerial environment to lead, enable and maintain our culture of child safeguarding
- 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
- Future orientated, thinks strategically and on a global scale
- Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
- Values diversity and different people’s perspectives, able to work cross-culturally.
- Develops and encourages new and innovative solutions
- Cuts away bureaucracy and encourages an entrepreneurial approach
- Honest, encourages openness and transparency, builds trust and confidence
- Displays consistent excellent judgement
Qualifications for the Regional Support Officer Job
- Minimum 5 years’ experience in general Administrative functions
- Degree in Business Administration or equivalent qualification
- Demonstrated ability to work in multi-cultural situations using a collaborative approach
- Proven ability to handle challenging work load
- Commitment to Save the Children values
- Cross-cultural experience, understanding and sensitivity;
- Excellent interpersonal and written and oral communication skills;
- Computer literate, with high degree of proficiency and productivity;
- Fluency in English is essential
- Experienced in handling a wide range of administrative and executive support related tasks
- Ability to work independently with little or no supervision
- Exceptional organisation skills, with willingness to be flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
- The ability to interact with staff (at all levels) in a fast paced environment
- High level of professionalism and confidentiality
How to Apply
If you are interested in this position, please email a cover letter and up-to-date CV as a single document to [email protected] with Subject heading “(Regional Executive Support Officer )”. We thank all applicants for their interest, however, only those selected for an interview will be contacted.Application closes 14th November 2016