Project Assistant at Save The Children

Ref No: 190001CG
Location: Abuja
Employee Status: Fixed Term

Role Purpose

• To provide professional general project and administrative support, to all STEER Field offices, document/information management.
• The job holder will also from time to time, be delegated other support duties including, but not limited to providing administrative support to administrative and logistics team in the STEER Field offices/SCI HQ (taking notes of meetings, filing, liaising with department team etc.)

Scope of Role

• Reports to: Chief of Party
• Staff directly reporting to this post: None

Key Areas of Accountability
Administration Support:

• Support in the Co-ordination of information within field Offices, LGAs,  and support the Field office Management in the compilation of routine and ad hoc reports;
• Carry out filing of relevant materials and documents.
• Disseminate formal communications to staff as directed by Line Manager/Area operations manager or Country Director.
• Provide administrative support to programme teams based in the Field as delegated by line manager including preparing meeting agendas, minutes taking, tracking actions and key dates and organising events, meetings/workshop logistics e.g. booking venue/room, setting up conference calls etc.

Flights/hotel bookings:

• Responsible for all flight bookings and hotel reservations for all programme related activities; provide feedback to the person requesting on progress.
• Timely communicate to the travellers through Email, the flight details
• Follow up with the Logistics for pick-up and drop.
• Follow-up with involved parties e.g. visitor, Logistics and Area Operations Manager of the said location on travel arrangement at the destination.
• All official communication is copied to line manager and the relevant people.

STEER Project Support:

• Compile and document/file important program documents such as; agreements, budget utilization reports, DIPs, annual and/or quarterly plans, respective reports from filed offices and to the donor, communication letters, meeting minutes
• Disseminate formal communications to staff as directed by Line Manager.
• Provide support on programmatic issues and highly involved in implementation process.
• Process any purchase requests that arrive from field office and follow up the progress in close coordination with procurement unit
• Support the COP in reminding and facilitating monthly meetings, quarterly review meetings, including drafting the meeting agendas.
• Properly capture all meeting minutes and discussion points conducted within the unit, and share to appropriate staffs and meeting/discussion attendants.
• Update and manage activity log and events calendar.
• Assist in managing the Resource centre
• Any other duties assigned by line manager.

Skills & Experience
Administrative & General Skills:

• Level of Education – Degree in Communication, Library Sciences, Administration, Humanities or its equivalent.
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
• Strong coordination and time management skills.
• Sound knowledge of office practices, procedures and administrative systems including filing systems
• Excellent interpersonal and communication skills
• Strong teamwork skills with the ability to both support colleagues and request support as and when required
• Strong written and verbal communication skills, fluent in English
• Ability to draft well-written, professionally presented documents
• Commitment to Save the Children mission, vision and values
• Experience of working in challenging, insecure areas and willingness to work and live in a rural environment.
• Computer literate and knowledge of Word, Excel.

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 strategically

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; demonstrates highest levels of integrity