Role purpose
This position will provide project coordination and administrative support for one or more initiatives within our Transformation Delivery portfolio. Serving as a pivotal role, it will contribute to the successful execution of these essential projects, offering the chance to acquire and refine skills across diverse project types while collaborating with senior professionals from Transformation Delivery and other relevant teams.
Principal Accountabilities
Proactively oversee a diverse range of internal and external meetings in support of projects, including those at the Senior Management level. Responsibilities include coordinating meeting invitations, securing room bookings when necessary, recording minutes, distributing meeting materials via SharePoint, and ensuring that all actions and decisions are properly documented.
Responsible for overseeing the logistical arrangements for meetings and workshops, including the administration of participant lists, distribution of invitations, and securing appropriate venues. Coordinates travel-related support for attendees, such as arranging visa invitation letters, and ensures all necessary materials are compiled and distributed. Liaises with external suppliers to fulfill event requirements and manages invoice payments. Additionally, facilitates internal program and project meetings to ensure seamless execution.
Assist in the creation and development of internal communications materials for Transformation Delivery initiatives. Responsibilities encompass reviewing critical project reports and slide decks for accuracy, preparing meeting documents, and ensuring all materials adhere to Save the Children’s branding guidelines.
Oversee the organization and maintenance of project documentation and digital platforms to guarantee that all materials remain accurately structured and current.
Oversee the distribution and control of permissions for SharePoint sites and Microsoft Teams to ensure appropriate user access and security compliance.
Responsibilities include managing the onboarding process for newly hired employees assigned to project teams. Key duties encompass organizing and facilitating induction sessions, as well as procuring essential equipment such as laptops and other necessary homeworking tools.
Provide assistance to Project Leads and Project Managers by maintaining and updating team action cards, ensuring timely completion of assigned tasks within stipulated deadlines. Collaborate in extracting and updating progress reports, and facilitate their communication to the team. Additionally, contribute to project planning efforts and verify that all milestones and deadlines are consistently met.
Cultivate robust, constructive partnerships with every key stakeholder involved in the Transformation Delivery portfolio, ensuring alignment and collaboration at all levels.
Assist in project financial management by handling invoice processing, as well as generating and overseeing Purchase Orders.
With a proven track record in the relevant field, candidates should possess substantial hands-on experience and a robust skill set to excel in the role. Essential requirements include a minimum of [X] years of professional experience, along with proficiency in [specific tools, software, or methodologies]. Strong analytical, communication, and problem-solving abilities are critical, as are the capacity to work independently and collaboratively within a team. Additionally, familiarity with [industry-specific standards, regulations, or best practices] is highly desirable, and the ability to adapt to evolving priorities and challenges is essential for success.
Essential
Professional experience in an office administration role, or as a Project Coordinator—or a comparable position—preferably within an international setting, is required.
Planning and coordinating meetings and events with meticulous attention to detail is essential.
Proficient in utilizing Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, as well as team collaboration platforms such as Mural.
Demonstrates exceptional capacity for strategic planning and forward-thinking. Possesses proven expertise in coordinating and executing meetings and events, ensuring meticulous attention to every detail.
Requires strong decision-making skills and the capacity to efficiently manage competing priorities amid a dynamic setting.
Able to proactively identify opportunities and deliver effective solutions as needed.
Demonstrates exceptional proficiency in both written and verbal English communication, coupled with a meticulous attention to detail.
Demonstrated skill in collaborating and engaging with diverse individuals, spanning various levels, cultures, and backgrounds, while maintaining unwavering credibility, discretion, tact, and diplomacy—both internally within the organization and externally in dealings with stakeholders.
Delivers high-quality results consistently under tight deadlines, maintaining meticulous attention to detail throughout all tasks.
Maintain a composed demeanor and optimistic attitude, particularly in high-pressure situations.
Desirable
Self-driven, capable of functioning effectively with minimal supervision, and adept at managing independent tasks.
Demonstrates unwavering dedication to upholding the mission, vision, and core values of Save the Children.
Proficiency in the non-profit sector, with a particular emphasis on international development initiatives, is essential.
Proficiency in a second language, specifically French, Spanish, or Arabic, is required for this role.
A bachelor’s degree in a relevant field or an equivalent combination of education and professional experience is required. Candidates must hold valid certifications or licenses pertinent to the role, where applicable. Proficiency in industry-specific software, tools, or methodologies is essential. Strong analytical and problem-solving abilities are necessary to navigate complex challenges effectively.
Essential
A relevant academic background or equivalent professional certification in fields such as Information Technology, Project Management, or Business Administration is preferred.
Desirable
Accreditation in External Project Management is required for this role.
Qualifications
BA/BSc/HND , Professional Certificate
