Executive Assistant

Save The Children International

ROLE PURPOSE:

Responsible to the Country Director (CD) for providing effective clerical and administrative support services in the implementation of activities. Specific duties include preparing correspondence, record management, scheduling appointments, planning/organising meetings and conferences, writing minutes, updating security related documents, briefing visitors  as well as monitoring the progress of various assignments to ensure that the CD’s initiatives are accomplished.

• Schedule appointments, screen requests for meetings, synchronize and update the CD’s appointments
• Review documents, files prior to the signature of the CD/SMT
• Oversee the proper maintenance, storage, retrieval of files and documents in order to ensure that they are accessible and secure.
• Prepare notes, correspondence and reports as instructed
• Organize meetings and conferences and accurately record proceedings of various deliberations.
• Prepare pre-meeting materials and documents as requested
• Monitor and track the progress of various assignments and regularly update the CD on organisational deadlines.
• Collaborate with other departments/units to submit all expenses relating to the Office of the CD whilst following an established expense reporting process
• Perform task as the security assistant for the Istanbul office; update security presentations and documents, plans, brief visitors and new staff. Collaboration with CD and other SMT members in dealing with security related matters in the country office
• Proactively schedule internal/external meetings between the Office of the CD and other departments/outside visitors
• Facilitate videoconference meetings with other global offices
• Proactively handle ad hoc requests for the CD
• Perform any other duty as assigned

Reports to: The Country Director

Staff reporting to this post: None

Budget Responsibilities: None 

CHILD SAFEGUARDING: 

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

KEY AREAS OF ACCOUNTABILITY :

• Ensure transparency and accountability at all levels of work
• Ensure accountability to beneficiaries, partners and donors
• Maintain confidentiality of privileged information obtained in the course of work

QUALIFICATIONS 

• A university degree in a related field  

EXPERIENCE AND SKILLS

• At least two years work experience preferably with an International and Non Governmental Organization, Government Parastatals or private sector in similar proposed field
• Fluent in English and Turkish;
• Proficiency in using MS Word, Excel and other computer software packages e.g. use of the e-mail
• Effective communication and interpersonal skills with an attention to detail, along with an ability to analyse and evaluate different types of information
• Knowledge of principles and practices of organization planning, records management and general administration.
• Ability to communicate effectively both verbally and in writing with staff and public.
• Ability to follow oral and written instructions and to respond to routine letters and prepare reports
• Maintain confidentiality of privileged information obtained in the course of work
• Must be willing to learn and adopt to new ideas, ways of working
• He/she shall establish harmonious and effective working relationship both within and outside the organization
• He/she must be innovative, passionate and commitment
• He/she shall work independently with little or no supervision