Principal\u00a0Accountabilities\u00a0
\nCore\u00a0executive assistant responsibilities\u00a0(priority):\u00a0\u00a0<\/p>\n
\tManage complex diary schedules and organise meetings, ensuring all\u00a0logistics\u00a0are coordinated and preparation materials are available in advance.\u00a0\u00a0
\n\tPlan and arrange comprehensive travel itineraries, including ticketing, accommodation, travel\u00a0documents\u00a0(incl. visas)\u00a0and necessary currencies.\u00a0\u00a0
\n\tReview and manage\u00a0the\u00a0CPDIO’s inbox, responding to or flagging emails as\u00a0appropriate,\u00a0and\u00a0maintaining\u00a0a well-organised email filing system\u00a0
\n\tHandle\u00a0sensitive and confidential information with professionalism, sound judgement, and\u00a0discretion\u00a0at all times\u00a0
\n\tTrack actions and\u00a0follow-ups\u00a0arising from meetings, correspondence, and key engagements, supporting\u00a0timely\u00a0progress and accountability where\u00a0required.\u00a0
\n\tAnticipate priorities and administrative needs by\u00a0identifying\u00a0upcoming requirements, potential issues, and opportunities to support effective planning and\u00a0decision-making\u00a0
\n\tPrepare and\u00a0submit\u00a0expense reimbursement\u00a0requests for the CPDIO in the\u00a0financial management\u00a0system\u00a0in accordance with\u00a0organisational policy; and review expense reimbursement requests\u00a0sent for the CPDIO\u2019s approval to ensure they are in line with policy before requesting final approval\u00a0\u00a0
\n\tProcess invoices for procurements paid directly from the CPDIO budget,\u00a0always\u00a0ensuring compliance with procurement policy\u00a0\u00a0
\n\tMaintain and update departmental\u00a0mailing lists and contact lists in coordination with regional teams and global team coordinators\u00a0\u00a0
\n\tProvide occasional administrative support to\u00a0the Senior Directors, especially when they are acting as Officer-in-Charge for the CPDIO\u00a0\u00a0\u00a0
\n\tEnsure effective collaboration with\u00a0peer\u00a0EAs, including mutual support and efficient coordination of joint meetings\u00a0
\n\tManage and\u00a0efficiently\u00a0direct ad hoc queries;\u00a0and\u00a0manage questions\u00a0submitted\u00a0via internal\u00a0employee channels\u00a0\u00a0<\/p>\n
Additional\u00a0team support responsibilities:\u00a0\u00a0<\/p>\n
\tOrganise and manage departmental and leadership meetings, preparing agendas, pre-reads, and\u00a0ensuring all relevant updates and feedback are incorporated.\u00a0Includes\u00a0the coordination of the Global Programme Directors monthly meeting\u00a0
\n\tMaintain the\u00a0PD&I\u00a0team\u2019s\u00a0gratitude & recognition process\u00a0and ensure recognitions are shared with intended recipients\u00a0\u00a0
\n\tSchedule and manage independently the fortnightly PD&I Connect sessions\u00a0\u00a0
\n\tManage\u00a0the\u00a0monthly Horizon\u00a0newsletter\u00a0\u00a0
\n\tAd hoc administrative support to projects the CPDIO is\u00a0directly responsible\u00a0for\u00a0<\/p>\n
Experience and Skills\u00a0
\nEssential\u00a0<\/p>\n
\tSignificant Experience in Diary Management:\u00a0Proven\u00a0track record\u00a0of managing complex schedules and organising meetings at various levels of an organisation\u00a0and across multiple\u00a0time zones\u00a0
\n\tProficient Experience in Travel Planning:\u00a0Demonstrated\u00a0ability to plan and arrange comprehensive travel itineraries across multiple regions\u00a0\u00a0
\n\tExperience in Organising Meetings and Events: Competence in preparing agendas, collating pre reads, and incorporating relevant updates and feedback for departmental and leadership meetings\u00a0
\n\tExperience in Inbox Management: Ability to review, manage, and\u00a0maintain\u00a0a high-volume email inbox, flagging and responding to emails as appropriate\u00a0\u00a0
\n\tExceptional Organisational Skills: Ability to prioritise tasks effectively, manage multiple activities simultaneously, and ensure all\u00a0logistics\u00a0are coordinated seamlessly\u00a0
\n\tStrong Communication\u00a0& Interpersonal\u00a0Skills:\u00a0Exceptional written and verbal communication skills,\u00a0always\u00a0exercising sensitivity,\u00a0judgment\u00a0and discretion.\u00a0Approachable,\u00a0a\u00a0good listener, and able to build and\u00a0maintain\u00a0relationships with team members, partners, and other stakeholders\u00a0
\n\tAttention to Detail:\u00a0Critical for\u00a0maintaining\u00a0departmental records, organising meetings, managing complex travel itineraries, and drafting,\u00a0proofreading\u00a0and editing documents\u00a0\u00a0
\n\tProblem-Solving Abilities: Ability to\u00a0anticipate\u00a0issues, troubleshoot problems independently, and offer creative solutions\u00a0
\n\tConsiderable Experience in Document Preparation: Skilled in drafting, editing, and proof-reading a variety of professional documents, including Board and SLT papers\u00a0\u00a0
\n\tDigital\u00a0Confidence:\u00a0Microsoft 365\u00a0proficiency;\u00a0comfortable across a range of digital and collaboration platforms;\u00a0proactively adopts\u00a0emerging tools\u00a0and brings genuine\u00a0AI\u00a0curiosity\u00a0to improving\u00a0efficiency and\u00a0productivity.<\/p>\n
Education and Qualifications\u00a0\u00a0
\nEssential\u00a0<\/p>\n
\tComfortable with\u00a0learning to use and\u00a0navigate\u00a0standard ERP system tools (financial management\u00a0system, procurement system, online travel booking system, IT ticketing\u00a0system\u00a0etc.)\u00a0\u00a0<\/p>\n
go to method of application \u00bb<\/p>\n
Use the link(s) below to apply on company website. \u00a0<\/p>\n
Apply Through:<\/p>\n","protected":false},"author":2,"featured_media":0,"template":"","meta":{"_promoted":"","_job_location":"","_application":"","_company_name":"Save the Children","_company_website":"http:\/\/www.savethechildren.org\/","_company_tagline":"The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children's rights, provides relief and helps support children in developing countries","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"job_listing_region":[692],"job-categories":[1343,693],"job-types":[687],"class_list":{"0":"post-95518","1":"job_listing","2":"type-job_listing","3":"status-publish","4":"hentry","5":"job_listing_region-nairobi","7":"job-type-full-time"},"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-listings\/95518","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-listings"}],"about":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/users\/2"}],"wp:attachment":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/media?parent=95518"}],"wp:term":[{"taxonomy":"job_listing_region","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job_listing_region?post=95518"},{"taxonomy":"job_listing_category","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-categories?post=95518"},{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-types?post=95518"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}