Executive Assistant

The Opportunity – Executive Assistant (For Nationals based in Westbank)

Post location:  oPt Country Office (CO) located in Ramallah. 

Contract Duration and Level of Effort: 12 months with possible extension. 

***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position might be filled before the vacancy announcement is closed; therefore, early applications are encouraged.***

***This role will be contingent upon securing available funds, and we might use this vacancy to fill more than one post.***

ROLE PURPOSE: 

Assists the Country Director and be responsible for correspondences and mailing, processing agreements; be responsible for sending and receiving pouches, booking hotels and air tickets, reserving conference room and facilities. The EA is the overall point of contact on support issues related broadly to communications issues within the oPt Country Office (oPt CO).

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE: 

Reports to:  Country Director 

Staff reporting to this post: None

Role Dimensions: oPt CO is a high complexity country, multi-member interest, with an annual budget of around $40+m, and 100+ staff. Currently the program is experiencing a growth in funding and complexity due to the war in Gaza.

KEY AREAS OF ACCOUNTABILITY: 

Key Area 1: CD Office Communications Management

• Receives and screens incoming telephone calls, letters, e-mail and messages.
• Screens documents that need the approval of the Country Director, and ensures they are completed before presenting them for approval.
• Assists in the preparation of presentations
• Respond routine letters and general correspondences coming to the Country Director’s Office.
• Follow through actions on decisions agreed by the Country Director

Key Area 2: CD Office Scheduling 

• Assist in managing the CD schedule by managing Country Director appointment requests and ensures that the Country Director’s calendar is regularly updated.
• Coordinates the Senior Staff members meetings and other workshops.

Key Area 3: Travel, Events and High-Level Visit Arrangements 

• Makes travel arrangements and the required logistical arrangement for the Country Director.
• Assist in the major events particularly in managing visitors’ calendar and schedules, SMT-Out-of-Office notice and sends out the information to all staff members.
• Coordinate’s visitor’s itinerary by sending required information, arranges logistics and visit schedule as required.
• Work with admin and security related to visas and travel concerns.

Key Area 4: Documentation and Data Maintenance Support 

• Compiles meetings\workshops documentation and provides background documents for the Country Director.
• Maintain up to date central files/documentation on each program file, including proposals, reports, donor agreements, modifications, etc.
• 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 proposals and other 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).

Others

• Ensures that stationery and other office supplies are available for the Country director’s office.
• Performs other related tasks as required.

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In order to be successful, you will bring/have: 

QUALIFICATIONS   

• Bachelor’s degree Secretarial science or any other relevant field 

EXPERIENCE AND SKILLS

Essential:

• 3+ years relevant experience directly assisting at high level. 
• Computer literate – including the use of Internet, Microsoft Office.
• Excellent oral and written English language skills and strong interpersonal skills.
• Highly Organized and has great attention to details 
• Results oriented and ability work under pressure.

We offer a competitive package in the context of the sector. This role is offered on the basis of national terms and conditions.

Save the Children promotes a diverse and inclusive work environment, women and people with different abilities are strongly encouraged to apply.

The Organisation

Save the Children works in development and humanitarian contexts with children and partners to help families, communities, and governments identify and use innovations to ensure all children survive, learn and are protected.

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard.  

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday 
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated 

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued. 

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.  A copy of the full role profile can be found at Search Jobs - SCI Career Site Careers (oraclecloud.com).

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.