Executive Assistant to the Chief Programme Officer (f/m/d)

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: Innsbruck or Vienna/Austria

Duration:  Part-time (50%), unlimited position

Mission

The Chief Programme Officer office manages and coordinates the General Secretariat support through the International Office Regions, monitors and supports National Associations operations and compliance with federation policies and standards. 

Through regular and direct interface with International Office Regions line management (International Directors Region, Children’s Villages International Representatives and Member Support Advisors), the Chief Programme Officer’s Office is responsible for the accurate and timely flow of relevant information from and to the Chief Programme Officer.

Through interaction with the various International Office Regions, the Chief Programme Officer’s office supports and facilitates communication and provides a cross-regional overview of operations and reports to governing bodies as well as a range of internal and external stakeholders accordingly. The Chief Programme Officer office also provides a global perspective, handles critical issues, provides support for crisis management and supports the alignment between and with regions.

The Executive Assistant role supports the Chief Programme Officer to manage administrative, financial, Human Resources Organizational Development and IT matters. In addition, you will ensure the coordination between the Chief Programme Officer and the various stakeholders within SOS Children`s Villages International in a confidential, efficient and effective manner and provide an extensive level of support, e.g. through managing operational and administrative aspects and supporting with external and internal networks, meetings and projects.

The role helps to ensure that staff based in and outside of Austria complies with relevant Human Resources duties and rights and administers and plans the budget within frame and deadlines. He/she/they support the Chief Programme Officer with preparation of key documents and presentations as needed.

Tasks & Responsibilities 

• Provide general administrative support, including strengthening and supporting the interface with other departments in the Chief Programme Officer area, managing an action-packed and dynamic schedule, booking, preparing and strictly monitoring complex international travels, drafting presentations and internal communications materials, setting up calls/meetings and taking diligent notes/minutes, filing of documents, tracking and submitting expenses, etc. 

• Support the Chief Programme Officer to comply with relevant HR duties and rights, including working time sheets, leave requests, assistance with D365 system, updated organigram in the IT and Sharepoint system, liaison with Human Resources Organizational Development were deemed necessary. 

• Work closely and effectively with the Chief Programme Officer to keep her/him/them well-informed of upcoming responsibilities to ensure organised, efficient operations, especially smooth collaboration with teams of and assistants to the President, CEO and COO, and members of the Chief Programme Officer office. Serving as a communication interface between various stakeholders 

• Coordinating the Chief Programme Officer office budget including invoice processing, coordinating the respective planning and monitoring process within the Chief Programme Officer area.

Requirements

• Degree in HR, business administration or technical diploma in a relevant area.
• A minimum of 2 years of proven relevant professional experience in a relevant setting
• Advanced organising and planning skills 
• Highly proficient in the use of standard software such as MS Excel, Word, PowerPoint, Outlook
• Good budget management skills 

• Strong problem-solving skills 
• High level of integrity and discretion in handling confidential and sensitive information 
• Ability to communicate/collaborate with a diverse range of stakeholders
• Strong English skills (written and verbal). Spanish and/or French would be desirable
• A valid Austrian working permit or eligibility to work within the EU

We offer

• A diverse range of interesting tasks in a leading INGO 
• Diverse and multicultural working environment
• As a responsible employer we provide a range of training schemes and encourage educational enhancement 
• 14 salaries/year
• Flexible working hours between 6:30 and 20:00

• Overtime does not get lost and can be taken as hours off 
• Home-office possibility 
• Possibility to work from abroad max 25% of your working time 
• 25 days of paid annual leave
• Choice between Innsbruck and Vienna office

• A salary that will be commensurate with experience and qualifications

If you are interested in this position, please submit your detailed application in English by 12th December 2022 at https://careers-sos-kd.icims.com