Executive Assistant (Ukraine Nationals Only)

Kyiv - Ukraine

Monthly Salary: Not Disclosed

Posted on: 18 hours ago

Vacancies: 1 Vacancy

Job Summary

Description

Save the Children International

Save the Children International is a leading global humanitarian organization that has been protecting childrens rights worldwide for over 100 years. We operate in more than 100 countries responding to emergencies implementing innovative development programs and advocating for childrens rights on a global scale.

Our work in Ukraine began in 2014. Since then we have significantly expanded our presence providing support to children and families affected by war. Our key areas of focus include education child protection food security social support and advocacy to drive lasting change in childrens lives.

ROLE PURPOSE:

To provide a varied and complex professional support service to SMT members anticipating the Country Directors requirements in all matters related to his/her immediate and long-term schedules and managing associated administration to prescribed deadlines.

KEY AREAS OF ACCOUNTABILITY:

Providing day to day executive comprehensive support to the Ukraine Country Director including proactive management of the CDs diary and travel arrangement including ticketing hotel accommodation travel related documentation and itineraries for all trips.
Provide an effective and professional liaison with key contacts of the Senior Management Team (SMT) Global Teams Save the Children Members and internal and external contacts
Ensure that the Ukraine CD has all relevant documents needed for briefings and meetings as well as managing preparation time and pre-reading deadlines to ensure the smooth running of critical high-level meetings
Prepare official documents (including letters and presentations) and other materials for the Ukraine CD and distribute to relevant stakeholders according to agreed deadlines
Work closely with Ukraine SMT to anticipate requirements in all matters related to immediate and long-term schedules. This will require a good knowledge of events meetings processes and key personnel involved
Translate correspondence/messages from English to Ukrainian and vice versa as needed
Trouble hoot and be able to filter urgent issues for attention by the Ukraine Country Director
Maintain clear approvals process for all documents prior to Ukraine CD signature
Manage Ukraine CDs calendar as well as key events tasks for SMT to follow-up on
Manage the Ukraine CDs IT needs stationery and expense submissions
Become an informed key contact for the departments under the Ukraine Country Director mainly SMT level in relation to all activities within the responsibilities of the CD
Undertake occasional project work to deliver the CDs business objectives
As requested by the CD provide support to other SMT members
Ensure appropriate levels of confidentiality and data protection are maintained in relation to HR crisis management and Child Safeguarding matters in particular
Develop strong positive relationships with all relevant stakeholders on behalf of the CD
Liaise with external and internal visitors prepare visit schedules for Member CEOs specific member-led visits the Board Media key stakeholders and donors (arranging dates of meetings support with travel and visit logistics etc.)
Accompany high-level visitors on trips to field sites as needed. On such visits support with travel logistics and translation if required.
Carry out any other duties either in addition to or instead of those outlined above which may reasonably be required from time to time.

BEHAVIOURS (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 AND EXPERIENCE

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 and time management 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 CDs behalf
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
Able to manage and develop strong positive relationships on behalf of the CD
Strong written and oral communication skills fluent in English and Ukrainian
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 Childrens mission

Additional job responsibilities

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

Child Safeguarding Policy:

We are committed to ensuring childrens safety. Our recruitment process includes strict background checks and reflects our commitment to protecting children from harm.

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:

All employees are expected to perform their duties in accordance with our global policy on harassment prevention.

Preventing Fraud Bribery and Corruption

The role holder shall perform the necessary duties in accordance to Counter-fraud Bribery & Corruption Policy and keep any activity during performance of duties free from any instance of fraud bribery theft and corruption.

In your cover letter indicate your expected salary and English proficiency level.

Required Experience:

DescriptionSave the Children InternationalSave the Children International is a leading global humanitarian organization that has been protecting childrens rights worldwide for over 100 years. We operate in more than 100 countries responding to emergencies implementing innovative development programs...