Recruitment Description/ Key Accountabilities

Qualifications and Skills

SCOPE OF THE ROLE:

Reports to: Deputy Technical Director

Staff reporting directly to this position: N/A

Budgetary Responsibilities: N/A

Role Dimensions: The Project Assistant will provide administrative and communication support to Okhokelamo senior technical staff who are based in Quelimane, and will be available to provide similar support to the same individuals as required in one of the four project districts.

MAIN AREAS OF RESPONSIBILITY:

The Project Assistant will provide various forms of support in administrative communication tasks to the senior technical team based in Quelimane. Some illustrative tasks will include the following:

• Completing documentation relating to travel authorizations and travel reports, including financial reconciliation with the finance team following team travel
• Planning and facilitating communications in preparation for activities and events in the districts and in Quelimane
• Organize all paperwork, materials and logistics for workshops, activities and events
• Taking minutes of meetings and distributing them for corrections and finalization
• Follow up with the project operations team, especially around purchase requisitions and contact with suppliers
• Maintaining communications with the government and other stakeholders
• Printing, circulating and archiving documents
• Maintaining an electronic archive of important documents
• Other related activities on request

Generally:

• Comply with Save the Children’s policies and practices regarding child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures

IN CASE OF EMERGENCY

• Promote children’s rights, contributing to their well-being and protection in emergency situations, guided by Save the Children’s humanitarian principles and code of conduct
• Be prepared to support Save the Children’s interventions in response to emergencies and can be assigned to any province in the country
• Carry out any activity requested by the line managers

CHILD PROTECTION

• Behave towards children in a way that reflects the Code of Conduct and the Safeguarding Policy.
• Ensure that program staff are providing all beneficiaries with ongoing, age-appropriate verbal or written information in relevant languages about Save the Children’s Child Safeguarding Policy and Code of Conduct.
• Ensure that children’s activities are safe for children and that all measures are taken to ensure their meaningful and safe participation.

BEHAVIORS (Values in Practice)

Responsibility:

• Holds self accountable for making decisions, managing resources efficiently, achieving and modeling Save the Children’s values.
• Holds staff and partners accountable for fulfilling their responsibilities – giving them the freedom to deliver to the best of their ability, providing the necessary development to improve performance.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
• Shares their personal vision for Save the Children widely, engages and motivates others.
• Future-oriented, thinks strategically and on a global scale

Collaboration:

• Builds and maintains effective relationships, with his/her team, colleagues, Members and external partners and supporters.
• Values diversity, sees it as a source of competitive strength.
  Accessible, good listener, easy to talk to.

Creative:

• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates the highest levels of integrity.

QUALIFICATIONS

• Degree or equivalent in Business Management.

EXPERIENCE AND SKILLS

Essential

• Minimum of 2 years’ professional experience as an executive secretary, administrative assistant or related position;
• Competence in all major software (Excel, Word, Outlook/e-mail, powerpoint, etc);
  High-level writing skills in Portuguese, good understanding of spoken and written English;
• Highly organized, task-oriented, ability to deliver on time;
• Able to work under pressure and available to work whenever necessary outside normal working hours;
• Ability to multi-task;
• Ability to work with minimal supervision;
• Self-motivated and ethically oriented when performing the job;
• Good listener and able to keep information confidential;
• Willingness to travel to the four districts targeted by the project;

Desirable

• Fluency in English and Portuguese.
• Experience of working in Zambezia province; 

Additional job responsibilities

• The duties and responsibilities defined above are not exhaustive and the job holder may be asked to perform additional duties within the reasonableness of his/her level of skills and experience.

Equal opportunities

The jobholder is required to perform duties in accordance with SCI’s Equal Opportunities and Diversity policies and procedures.

Child protection:

Behave towards children in a way that reflects the Code of Conduct and Safeguarding Policy.

Health and safety

The jobholder is required to carry out duties in accordance with SCI’s Health and Safety policies and procedures.