Role purpose
This role will support a project or projects within our Transformation Delivery portfolio with general project coordination and administration. This will be a key role to support delivery of these critical initiatives and will have the opportunity to learn and develop across a range of different project types working with senior level staff from across Transformation Delivery and beyond.
Principal Accountabilities
Pro-actively manage a variety of internal and external meetings on behalf of projects, including meetings at Senior Management level. Tasks include coordinating meeting invitations, room booking if required, taking minutes, publishing meeting materials on SharePoint and ensuring meeting actions and decisions are documented
Manage logistics for meetings and workshops. Tasks include managing participant lists, sending invitations, venue booking, travel support for participants, e.g. visa invitation letters, material collation, liaison with suppliers, coordinating invoice payments and coordinating internal programme and project meetings
Support with the design and production of internal communications materials related to Transformation Delivery projects. Tasks include proof reading key project reports and slide packs, drafting meeting materials and formatting documents to align with Save the Children’s branding
Manage project document storage and online portals to ensure all content is well structured and up to date
Managing access to SharePoint sites and Microsoft Teams
Oversee the induction process for new joiners to the Project teams. Tasks include: setting up and running induction calls, procure equipment such as laptop and any other homeworking support
Support to Project Leads and Project Managers. Tasks include: updating team action cards and support in ensuring actions are completed by the team within the agreed timeframe, extracting and updating progress reports and ensuring these are communicated to the team, support in project planning and ensuring deadlines are met
Develop strong, positive relationships with all relevant stakeholders across the Transformation Delivery portfolio
Support with project Finances by processing invoices, creating and managing Purchase Orders
Experience and Skills
Essential
Previous experience in an office administration, Project Coordinator or similar role, preferably in an international environment
Experience of planning and organising meetings and events, with a strong attention to detail
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and team collaboration tools (e.g. Mural)
Strong planning/anticipation skills. Experience of planning and organising meetings and events, with attention to detail
Sound judgement and an ability to effectively prioritise multiple tasks in a constantly changing environment
Ability to adopt a pro-active approach and offer solutions as appropriate
Strong written and oral communication skills, fluent in English, with an eye for detail
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 both within and without the organisation
Ability to work to tight deadlines with strong attention to detail
Maintain a calm disposition and positive outlook particularly when working under pressure
Desirable
Self- motivated with ability to work autonomously
Commitment to the mission, vision and values of Save the Children
Non-profit sector knowledge/experience (especially international development projects)
Second language – French, Spanish or Arabic
Education and Qualifications
Essential
A degree or equivalent qualification in a related field such as Information Technology, Project Management, or Business Administration is desirable.
Desirable
External Project Management accreditation
Qualifications
BA/BSc/HND , Professional Certificate
