Executive Assistant to The Coo and to The

vor 1 Woche

Wien, Wien, Österreich SOS Children's Villages International Vollzeit

SOS Children's Villages, founded in 1949, is the world's largest non-governmental organization focused on supporting children and young people without parental care, or at risk of losing it.- Child neglect, abuse and abandonment is everywhere.

Families are at risk of separation.

Locally led, we work in more than 130 countries and territories to strengthen families who are under pressure so they can stay together.

When this is not in a child or young person's best interests, we provide quality care according to their unique needs.- Together with partners, donors, communities, children, young people and families, we enable children to grow up with the bonds they need to develop and become their strongest selves.

We speak up for each child's rights and advocate for change so all children can grow up in a supportive environment.


Location:

Vienna (Austria), Innsbruck (Austria), Skopje (Macedonia), Dakar (Senegal), Addis Abad (Ethiopia), Nairobi (Kenya)
Duration:

Full time, UnlimitedMission**
of the functional ar

ea


Together with the Chief Executive Officer and Chief Programme Officer, the Chief Operating Officer (COO) is a member of the Executive Board (EB) of SOS Children's Villages International.

The EB is responsible for the day-to-day operations of the General Secretariat (GSC) and helps to drive cooperation between member associations, translate strategic directions into concrete actions, initiatives, projects and to give impulses and feedback to strategic leadership.

- The COO portfolio includes the following areas:

  • Finance and Controlling
  • Human Resources and Organizational Development
  • IT
  • Procurement and Facilities Management.
  • The COO in the role as Executive Board member is also exofficio member of the International Senate and its respective subcommittee "Finance and Audit".
  • The International Director for Finance & Controlling (ID FC) leads the Finance & Controlling function in the International Office, and has a dotted line to the Finance & Controlling directors of the regional offices. The International Director thus bundles all financerelated processes and activities of the General Secretariat (GSC), and must make sure that resources in the federation and the GSC are efficiently and compliantly used and support the pursuit of our mission. The position of ID FC has been established in 2023.
    Purpose of the position


The Executive Assistant supports the COO as well as ID FC in their leadership roles by ensuring smooth and efficient processing of all administrative and organizational tasks in the office.- The Executive Assistant works closely and effectively with the COO and ID FC to keep them well-informed of upcoming responsibilities to ensure organized, efficient operations, also by ensuring smooth and efficient collaboration with the main stakeholders.- The Executive Assistant is the main contact point and collects information for and from the offices of the CEO and CPO, the Office of the President, Finance & Audit Committee as well as the Finance & Controlling (FC) Networks and FC Management.

In this role the Assistant supports ID FC in maintaining the FC management network.- The incumbent is responsible for the organization, logistics and follow-up of meetings hosted by the COO Office and works in close collaboration with the other team members of FC and the Executive Assistants of CEO and COO as well as the Office of the President and other stakeholders.- Other important duties of this position include calendar management of the COO, assistance in the preparation of travel, organizing events, preparing meeting minutes, and supporting in managing official communication from the COO and ID FC.


Tasks & Responsibilities
Executive and administrative support to the COO and ID FC including:

  • Managing the calendar and schedule of the supervisors as needed;
  • Receiving and collecting documents for the signature of the COO, providing quality check and coordinating the signature process;
  • Preparing, submitting and tracking expenses for the supervisors' cost centres, ensuring highest degree of correctness;
  • Planning, booking and monitoring of international travel of the COO and the ID FC, including programme visits and participation in meetings and conferences worldwide;
  • Organizing, preparing and handling meetings and conferences for the COO office and ID FC including planning, agenda, technical setup, logistics, content, minutes and follow up on action points as needed;
  • Managing interface to main internal stakeholders within the organization (such as legal bodies, functional networks, member associations around the world) as well as with external parties (such as external auditors, consulting companies etc.) on behalf of the COO and ID FC;
  • Supporting the supervisors in other duties as needed.

Requirements:

  • Bachelor's Degree in Business Administration, Economics, International Development, Social Studies or similar
  • Minimum of 2 years of experie

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