Team Assistant Job at Save The Children

Role Purpose:

Provide a professional administration support service to the Director, Migration and Displacement Initiative (MDI) and the global MDI team, with specific focussed support to the Director. The role will also provide an opportunity to get involved in the migration and displacement sector and engage on related research, policy and programming issues.

Responsibilities for the Team Assistant Job:

• Manage all travel booking arrangements for the Director and the MDI team, including other
  related requirements such as visas, hotel accommodation and foreign currency. It should be
  noted that most of the MDI team are not based in Nairobi.
• Pro-actively manage and organise a variety of meetings, including dial-ins/Lync/Video calls, all
  logistics and checking attendees in advance – and where appropriate take notes and follow up
  on/monitor action points
• Maintain a workflow tracking document / tool on the different MDI projects / initiatives etc.
• Monitor the team’s budget and track the budget and process invoices for key projects
• Provide support to Research Manager/Adviser in overseeing contracts/budgets for research
  projects.
• Play supportive role, if requested, in the analysis of research data
• Prepare expense claims for the Director and team
• Support with the design and production of communications materials for the team, e.g. power
  point presentations
• Maintain filing and correspondence as necessary
• Develop strong, positive relationships with all relevant stakeholders on behalf of the Director
  and MDI team.

Contract Duration: 2 years Fixed Term Contract

Qualifications for the Team Assistant Job:

• Minimum 2 years’ experience in a similar role
• Experience of planning and organising meetings and events, with a strong attention to detail
  Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• 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
• Willingness to learn new skills and engage in other elements of the MDI’s mandate as requested
• 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.
• Maintain a calm disposition and positive outlook particularly when working under pressure
• Self- motivated with ability to work autonomously
• Commitment to the mission, vision and values of Save the Children.
• Interest/knowledge in migration and displacement issues/debate would be of benefit.