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JOB DETAILS:
Executive Assistant

Job Description
GRADE: 2A

Child Safeguarding:
Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE:
The Executive assistant is the overall point of contact person to support the CD. S/he supports the CD and DCDs with tasks such as scheduling; reviewing, prioritizing and responding to correspondences; answering and returning phone calls; organizing documents; maintaining records; taking notes at SLT meetings and any other administrative tasks that help the CD and DCDs. The role holder must be a multi-tasking, time management and customer service expert. S/he is expected to work under pressure and handle large amount responsibilities with ease. This role requires someone who can priorities tasks and manage Senior Leaders' expectations.

SCOPE AND PURPOSE OF ROLE:
Reports to: Country Director
Staff directly reporting to this post: None
Dimensions: Save the Children works in all regions of Ethiopia with a large number staff, and with expenditure of approximately $90+ million each year.

The role holder will:
• Coordinate and participate in different tasks and projects for the country director and other members of the Country Office Senior Leadership Team (SLT) when needed.
• Provide comprehensive professional support services to the CD and anticipating his/her requirements in all matters related to his/her immediate and long - term projects.

KEY AREAS OF ACCOUNTABILITY:
• Receives and screens incoming telephone calls, letters, e-mails and messages of the Country Director’s Office.
• Respond routine letters and general correspondences coming to the Country Director’s Office;
• Provide interpretation and translation of documents from Amharic to English and vice versa when needed
• Liaises with all departments and Sub-Offices to ensure that adequate follow up is taken of the decisions agreed by the Country Director;
• Attending all SMT meetings and ensure conveying points in discussion to be transformed into actions.
• Facilitate the planning of the Senior Management Meetings; assure the cohesion and consistency of information shared and that agreed upon actions are followed through; facilitate information flow and coordination for cross function initiatives
• Owner of the SMT deliverables tracker, which insures key tasks are followed and completed on due time.
• Ensure appropriate levels of confidentiality and data protection are maintained in relation to HR, SLT decisions, crisis management and Child Safeguarding matters in particular
• Working closely with the CD & SLT on the yearly calendar for the CO, which visualize the important tasks and deadlines for each department.
• Develop strong, positive relationships with all relevant stakeholders on behalf of the CD and become an informed key contact for different stakeholders.
• Coordinating and working closely with the CD on the Travel & Leave Planner for NLT & International staff to insure the coherence of the rotation plans and ensuring having a core team in country especially during major and critical periods.
• Handles administrative routines of the Country Director’s office.
• Screens documents that need the approval of the Country Director, and certifies they are completed with compliance before presenting them for approval in ensuring that the process went through the right channels and financial verification are in place.
• Makes appointments and schedules meetings with the Country Director and updates the Country Director’s calendar, and assists in the preparation of presentation to donors and visitors;
• Liaises with all departments and Sub-Offices to ensure that adequate follow up is taken of the decisions agreed by the Country Director;
• Ensure the CD has all relevant documents needed for briefings and meetings, as well as managing preparation time to ensure the smooth running of high-level
• Makes travel arrangements and the required logistical arrangement for the Country Director and DCDs;
• Ensures that stationery and other office supplies are available for the Country director’s office;
• Coordinates the Senior Staff members meetings and other workshops;
• Prepares the major events and visitors calendar, SMT-Out-of-Office notice and sends out the information to all staff members;
• Compiles meetings\workshops documentation and provides background documents for the Country Director
• Tracks down visitor’s itinerary and send required visitors information, and arranges logistics and assists visitors in their visit schedule as required
• Manage and update central resources (including central resources stored in SC internal IntraNet), and send out regular updates to program staff as to what is available in central resources.
• Ensure (be point for) posting of key documents on the HUB and tracking the status (incl. informing staff members about pending issues and ensuring that issues are responded to in a timely fashion)
• Coordinate high level field visits and accompany visitors as necessary to the field
• Performs other related tasks as required;

SKILLS AND BEHAVIOURS (our 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 others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategicall 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

Job Requirements
QUALIFICATIONS AND EXPERIENCE
• Bachelor degree in Secretarial science or any other relevant field.
• 8 years’ relevant experience of which 2 years directly assisting at high level.
• Computer literate – including the use of Internet, Microsoft Office.
• Good experience in planning, coordinating and implementing work activities.
• Good knowledge and experience in general administration for Leadership including confidentially
• Very good skill in report writing.
• Excellent oral and written English language skills and strong interpersonal skill

KEY COMPETENCIES
Generic Competencies ·
Child Rights: Promotes an enabling environment for participation, and accountability to children · Be the Innovator: Promotes innovation to find new and better approaches to driving progress for children .
Deliver Results at Scale: Promotes a clear focus on impact in a project and programme design, management, and oversight Generic Competencies
Being the Voice of Children: Promotes evidence-based policy and public engagement that includes the voices of children and their communities
Advancing Equality & Inclusion: Displays a commitment to ensuring everything we do considers the most deprived and marginalised children and adolescent
Building & Strengthening Partnerships: Promotes working with diverse partners as critical to delivery
Child Rights: Promotes the rights of children in own work and in work with colleagues and peers, 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 Equal Opportunities The role holder is required to carry out the duties in accordance with SCI’s global Diversity, Equity and Inclusion and Gender Equality Policies, supported by relevant procedures. Child Safeguarding: We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse. Safeguarding our Staff: The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy. Health and Safety The role holder is required to carry out the duties in accordance with SC Health and Safety policies and procedures. We offer a competitive package in the context of the sector. The duty station of the position holder will be in Addis Ababa This role is offered on the basis of national terms and conditions only. The Organization
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

JOB DETAILS:
Deputy Director of Emergency

Position overview
As a member of the IRC Ethiopia Senior Management Team, the Deputy Director, Emergencies (DDE) will provide leadership and strategic direction to all aspects of IRC’s emergency response programs, those implemented directly and those implemented by partners. The DDE will manage IRC’s emergency team and two donor funded emergency rapid response mechanisms, working with national and international partners.

Specific responsibilities include, but are not limited to:
Rapid Response Mechanisms
• Lead IRC’s emergency rapid response funding mechanisms, encompassing direct responses by IRC and responses implement by partners.
• Lead on the selection of partners to implement projects funded by rapid response mechanisms, including development and application of partner/project selection criterion and the review and appraisal of partner’s response proposals.
• Ensure adherence to IRC’s policies on monitoring actions funded by rapid response mechanisms,
• Work closely with the Steering Committees of the IRC managed rapid response mechanisms.
• Ensure response funding mechanisms donors and stakeholders are proactively kept informed of developments related to the mechanisms and the operating environment.
• Identify response gaps and ensure the rapid response mechanisms respond in a timely manner and supports the implementation of contextualized emergency responses.
• Lead on the development of new proposals and on the modification of existing awards.

Coordination, trigger monitoring and mobilizing
• Lead coordination with the UN clusters, humanitarian forums, working groups, and the government.
• Ensure close coordination with other emergency response funding mechanisms operating in Ethiopia.
• Ensure that IRC is represented in all relevant emergency forums, working groups and donor meetings.
• Lead on the development and renewal of trigger thresholds for response, based on most likely scenarios.
• Identify gaps in emergency response and as appropriate mobilize resources to respond.
• Coordinate with Director for Programs and Deputy Director for Grants and Partnerships to ensure that all aspects of the program cycle, including assessment, project design and field monitoring and donor reporting, are appropriately technically supported.

Partnership
• Collaborate with the Partnership Unit to conduct NGO partner identification, vetting and selection in accordance with IRC Partnership Excellence for Equality and Results System (PEERS) procedures.
• Supervise the submission of partner’s proposals for donor review, ensure the proposals are in line with the donor’s requirements and expectations.
• Ensure monitoring of partners performance through, regular meetings / check-ins, review of project technical and financial reports and field monitoring visits.

Direct interventions
• Lead the IRC emergency response as emergencies arise, including deploying to support assessments, implementation, and monitoring.
• Adhere to (and update, as needed) the IRC's emergency preparedness and response priorities, ensuring that programming is in line with IRC Ethiopia's Strategy Action Plan.
• Collaborate with program technical teams, Grants and Finance, to ensure projects are designed based on sound assessments to address the identified needs and take into consideration best practice and lessons learnt.
• Oversee the implementation of the IRC emergency response programs and ensure that stated goals and objectives are met in a timely manner and deliver agreed outputs/outcomes.
• Collaborate with Supply Chain to ensure the timely propositioning of relief items.

Monitoring
• Collaborate with the MEAL Department to ensure ongoing monitoring and active engagement with feedback/accountability mechanism.
• Facilitate knowledge and data management, including identification and documentation of lessons learned.
• A continual focus on adapting projects to reflect lessons learned on earlier intervention and changes to on-the-ground realities to maximize program quality.
• Ensure high quality and timely donor reporting.

Job Requirements
• 6 plus years related experience with Postgraduate or with first degree, respectively.
• At least 5 years demonstrated experience at a senior level, in emergency response program management, coordination in emergencies, and emergency program design
• Oversees/international experience with an international NGO is advantageous.
• Demonstrated experience, at a senior level, in emergency response program management, coordination in emergencies, and emergency program design.
• Demonstrated experience in managing large, multi-sectoral grants, including monitoring budgetary spending and devising course-correction strategies, indicator tracking, detailed donor and internal reporting, coordinating clear program modifications, and sub-granting.
• Demonstrated experience in representation and ability to interact professionally with donor and external program stakeholders.
• Proven ability to convene/chair high profile meetings and ability to productively interact with a wide range of organizations.
• Demonstrated experience in managing and capacity strengthening of staff.
• Strong ability to communicate concisely and with impact in English.
• Consistent track record of proactively identifying and communicating potential problems and proposing solutions.
• Must be able to function effectively in a sophisticated work environment and to set appropriate priorities and deal effectively with competing priorities and pressure.