(Internal Vacancy) Officer, Transformation Portfolio Management

This job vacancy is only available to internal applicants of Save the Children International. Unfortunately, external candidates will not be considered for this opportunity. Please check our job listings page for other vacancies that are open to external applicants.

Please note: Please check the role profile for specific location, time zone and language requirements. This recruitment will follow a business-as-usual recruitment process

Job Title: Officer, Transformation Portfolio Management

Team:TDIT - PMO

Reports To: Head, Transformation Portfolio Management 

Contract Length: 1 year Fixed Term Contract   

Grade: P1

Location: Any approved Save the Children International office location.

Time Zone (that the role holder must be available to work in): Any

Right to Work: The successful candidate must possess the unrestricted right to work in their current or preferred location for the duration of employment. 

Language Requirements: English

International Travel Requirements: No

Budget Responsibility: None

People Management Responsibility: 

Number of people managed in total: 0

Manager of a team: No

Team purpose
Save the Children is evolving its organisational structure in order to stay true to its mission, vision and values, whilst being able to withstand external pressures – be those geo-political demands; increasing stakeholder expectations; challenging funding environments; reduced access to funding; or declining trust in large INGOs. This is driven through our ambitious transformation agenda.  

Our focus is on championing the rights and interests of children worldwide, putting the most vulnerable children first and to do this we need to ensure we effectively connect with the children and families we support as well as the communities and partners we work.  

Over the past 8 years, Save the Children has undertaken significant transformation to ensure alignment in our delivery and efficiency in our processes which was critical following Save the Children International being established.  

The Transformation Portfolio Management team is responsible for defining and maintaining the standards for portfolio management within the organisation, across 60 Offices and 30 Member organisations.  

Role purpose
This role will support a project or projects within our Transformation Delivery portfolio with general project coordination and administration. This will be a key role to support delivery of these critical initiatives and will have the opportunity to learn and develop across a range of different project types working with senior level staff from across Transformation Delivery and beyond.

Principal Accountabilities

• Pro-actively manage a variety of internal and external meetings on behalf of projects, including meetings at Senior Management level. Tasks include coordinating meeting invitations, room booking if required, taking minutes, publishing meeting materials on SharePoint and ensuring meeting actions and decisions are documented  
• Manage logistics for meetings and workshops. Tasks include managing participant lists, sending invitations, venue booking, travel support for participants, e.g. visa invitation letters, material collation, liaison with suppliers, coordinating invoice payments and coordinating internal programme and project meetings
• Support with the design and production of internal communications materials related to Transformation Delivery projects. Tasks include proofreading key project reports and slide packs, drafting meeting materials and formatting documents to align with Save the Children’s branding
• Manage project document storage and online portals to ensure all content is well structured and up to date
• Managing access to SharePoint sites and Microsoft Teams
• Oversee the induction process for new joiners to the Project teams. Tasks include: setting up and running induction calls, procure equipment such as laptop and any other homeworking support
• Support to Project Leads and Project Managers. Tasks include: updating team action cards and support in ensuring actions are completed by the team within the agreed timeframe, extracting and updating progress reports and ensuring these are communicated to the team, support in project planning and ensuring deadlines are met
• Develop strong, positive relationships with all relevant stakeholders across the Transformation Delivery portfolio
  Support with project Finances by processing invoices, creating and managing Purchase Orders

Experience and Skills
Essential

• 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. Experience of planning and organising meetings and events, with attention to detail
• 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

Desirable

• Non-profit sector knowledge/experience (especially international development projects)
• Second language – French, Spanish or Arabic
• Self- motivated with ability to work autonomously
• Commitment to the mission, vision and values of Save the Children

Key Relationships
Internal (excluding direct team and manager)

• PMO Team
• Project Leads and Senior Project Managers
• Transformation Project teams

External

• PMO related Third Party Vendors
• Member Portfolio Management Team Members
   

Education and Qualifications
Essential

• A degree or equivalent qualification in a related field such as Information Technology, Project Management, or Business Administration is desirable.

Desirable

• External Project Management accreditation
   

Cluster: Leading
Competency: Leading and inspiring others
Level: Accomplished
Behavioural Indicator: Recognises and celebrates the contribution and success of individuals and the team.

Cluster: Leading
Competency: Delivering results
Level: Accomplished
Behavioural Indicator: Maintains both a broad strategic perspective and an awareness of the detail of a situation.

Cluster: Thinking
Competency: Innovating and adapting
Level: Accomplished
Behavioural Indicator: Anticipates change and adapts their (and their team’s) plans and priorities accordingly.

Cluster: Thinking
Competency: Problem solving and decision making
Level: Accomplished
Behavioural Indicator: Uses data and evidence to drive decision making for quality improvement.

Cluster: Engaging
Competency: Networking
Level: Accomplished
Behavioural Indicator: Builds strong relationships with a broad range of stakeholders.

Cluster: Engaging
Competency: Communicating with impact
Level: Accomplished
Behavioural Indicator: Adapts communication style to maximise support and engagement.