Programme Support Officer Job at Save The Children - 2015

Job Description

Job Summary

To assist the workflow in by helping the three DCDs (DCDs Operations and PDQ) supporting programme processes and providing administrative support and other positions as needed; facilitating the signature process coming to the floor.

 

KEY AREAS OF ACCOUNTABILITY:

 

1.    Supporting programme processes

·         Works closely with the DCD-PO, the Operations Director and PO department staff, to ensure that programme support processes are well managed and complied with

·         Ensures that the maps which show the location of SC Field Offices and programmes are up-to-date printed and distributed.

Maintains an updated list of internal and external meetings relevant to SMT and in liaison with colleagues maintains the list of who leads on and attends which meeting, and who is their substitute in case of absence Document minutes, papers, action points and notes from meetings are collected, compiled and centrally filed in PMO resource centre (virtually or hard copy).

·         Prepare agendas for meetings- as needed

 

Administrative support to DCDs

·         Provide support for the DCDs in their administrative and day-to-day requests, with good quality and the speed required.

·         Manage the signature process by facilitating timely distribution of documents and ensuring proper documentation (of arrival and departure of documents for signature).

Makes travel arrangements, arranges expenses and similar Keeps the calendar and arranges appointmentsBriefs on the schedule for the day/week and prepares relevant papers and materialsArranges meetings and ensures that relevant people attendEnsures that papers and materials are prepared and distributed for meetingsMaintains and disseminates a calendar of meetings and events Develops and maintains updated and accurate contact lists for DCDs and for all operations and PDQ related activities Maintains group address lists for DCDS and disseminates information by email (as needed)Receives and registers all incoming correspondence, sorts it out and distributes it to the appropriate offices, in consultation with the CD executive assistant and PMO coordinatorReceives visitors of the DCDs, guides them to the relevant office and arranges appointments as required Arranges displays and ensures availability of copies important documents for visitors and partners.Co-ordinates and supports DCDs-led workshops, trainings and meetings with particular support to organising logistical issues such as venue, participants list, invites and other arrangements.     Ensures that DCDs are on all relevant mailing lists and receives all relevant information, situation reports and publicationsComplies with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies

 

Job Requirements

QUALIFICATIONS AND EXPERIENCE

 

First degree in secretary or business administration Relevant experience of working in administrative and programme support Experience of working in the humanitarian or development sector for an international non-governmental organizationExperience of working in large diverse teams with colleagues from many cultures backgroundsExperience of working with international colleaguesExceptional administrative and organizational skillsHighly competent in all Microsoft office softwareExceptional coordination skillsGood written and spoken English and AmharicVery confident in dealing with large groups of people and with senior level visitors and partners

 

Job Title

Programme Support Officer

Code

0757

Place of Work

Addis Ababa

Programme/Unit

PMO

Monthly Salary in ETB

As per the Scale

No. of Positions

1

Length of Contract

One year with the possibility of extension

 

How to Apply

HOW TO APPLY

 

Interested applicants who met the MINIMUM requirements should send the following through ethiojobs.net before August 7, 2015.

a.     A CV (not more than 3 pages)

b.     A cover letter (not more than one page)

c.     A one page table summarizing your educational background, work experience, technical skills and competencies to facilitate the screening process. Refer the vacancy announcement while doing this

Please DO NOT SUBMIT copies of transcripts, academic degrees or recommendation letters with the application. You will provide them upon request.

PLEASE MAKE SURE YOU STATE THE CODE OF THE VACANCY ON THE SUBJECT OF YOUR EMAIL. For hard copy applicants you can forward your application through Save the Children; P.O. Box 387; Addis Ababa; Ethiopia ensuring that the job title is clearly stated in the cover letter. All applications should be received within 10 days of this advertisement.

 

In the selection of its staff, Save the Children is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities.

 

 “We need to keep children safe and as such, our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts. All successful applicants will, therefore, be required to complete a Police Check and must sign onto our Child Safeguarding Policy and Code of Conduct.”

 

Note: All travel costs should be covered by the applicant if invited for written exam or interview.

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