Executive Assistant (Ukraine Nationals Only)

Save the Children International

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

Our work in Ukraine began in . 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 children's lives.

ROLE PURPOSE:

To provide a varied and complex professional support service to SMT members, anticipating the Country Director’s 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 CD’s 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 CD’s calendar, as well as key events, tasks for SMT to follow-up on
• Manage the Ukraine CD’s 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 CD’s 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 CD’s 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 Children’s 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 children's 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.