Officer, Transformation Portfolio Management

The Officer, Transformation Portfolio Management supports project coordination and administration within the Transformation Delivery portfolio, facilitating delivery of critical initiatives and working with senior staff across the organization. The role involves managing meetings, logistics, communications, document storage, induction processes, project support, and finances to ensure effective portfolio management across Save the Children International.

Responsibilities

• Pro-actively manage a variety of internal and external meetings on behalf of projects, including meetings at Senior Management level
• Coordinate meeting invitations, room booking, taking minutes, publishing meeting materials on SharePoint and ensuring meeting actions and decisions are documented
• Manage logistics for meetings and workshops including participant lists, invitations, venue booking, travel support, material collation, liaison with suppliers, invoice payments and coordinating internal programme and project meetings
• Support with the design and production of internal communications materials related to Transformation Delivery projects including proofreading reports and slide packs, drafting meeting materials and formatting documents
• Manage project document storage and online portals to ensure all content is well structured and up to date
• Manage access to SharePoint sites and Microsoft Teams
• Oversee the induction process for new joiners to the Project teams including setting up and running induction calls, procuring equipment such as laptops and homeworking support
• Support Project Leads and Project Managers by updating team action cards, ensuring actions are completed within agreed timeframes, extracting and updating progress reports and supporting project planning
• Develop strong, positive relationships with all relevant stakeholders across the Transformation Delivery portfolio
• Support with project finances by processing invoices and creating and managing Purchase Orders

Requirements

• Previous experience in an office administration, Project Coordinator or similar role, preferably in an international environment
• Experience of planning and organising meetings and events, with a strong attention to detail
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and team collaboration tools (e.g. Mural)
• Strong planning/anticipation skills
• 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
• 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
• Ability to work to tight deadlines with strong attention to detail
• Maintain a calm disposition and positive outlook particularly when working under pressure
• Self-motivated with ability to work autonomously (desirable)
• Commitment to the mission, vision and values of Save the Children (desirable)
• Non-profit sector knowledge/experience (especially international development projects) (desirable)
• Second language – French, Spanish or Arabic (desirable)
• A degree or equivalent qualification in a related field such as Information Technology, Project Management, or Business Administration is desirable
• External Project Management accreditation (desirable)

Skills

• Office Management
• Project Coordination
• Meeting Planning
• Event Organization
• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• Team Collaboration Tools
• Planning and Anticipation
• Task Prioritization
• Written Communication
• Oral Communication
• Cross-Cultural Communication
• Discretion and Diplomacy
• Deadline Management
• Document Management
• Project Support
• Finance Administration

Languages

English