Executive Assistant

Tags: English Environment
  • Added Date: Monday, 27 June 2022
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The Organisation

Plan International is an independent development and humanitarian organisation that advances childrenโ€™s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And itโ€™s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support childrenโ€™s rights from birth until they reach adulthood. And we enable children to prepare for โ€“ and respond to โ€“ crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

ROLE PROFILE

Job Title

Executive Assistant

Function

Operations

Supervises

N/A

Reports to

Head of Operations

Location

Country Office

Travel required

No frequent Travel

Effective Date

June 2022

Grade

ORGANISATION OVERVIEW & ROLE PURPOSE

Plan International is an independent development and humanitarian organization that advances childrenโ€™s rights and equality for girls. We believe in the power and potential of every child. However, this is often suppressed by poverty, violence, exclusion and discrimination, and it is girls who are most affected.
Working together with children, young people, our supporters and partners in more than 70 countries across Africa, Asia and the Americas, Plan Internationalโ€™s purpose is to strive for a just world that advances childrenโ€™s rights and equality of girls. We support childrenโ€™s rights from birth until they reach adulthood. We enable children to prepare for โ€“ and respond to โ€“ crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

This role is responsible for providing administrative and logistical support to the Country Management Team (CMT), aiming to enhance the effectiveness of PIUโ€™s key senior managers:

ROLE DIMENSIONS:

The Executive Assistant acts as a key enabler of PIUโ€™s Country Leadership and Management Teams, allowing senior managers to focus on their substantive work, by relieving them of administrative details. The job holder will represent Senior Managers when liaising on their behalf with external organisations, many of whom will be important stakeholders whose cooperation is critical for PIUโ€™s success.

The Executive Assistant is required to think ahead in order to envision the logistical and administrative details that are required for success โ€“ this can be a visit schedule, a significant event, or an important meeting. Good levels of proactivity are required.

This position is not responsible for managing a budget; s/he influences administrative expenditure (e.g. travel arrangements, events/meetings expenses)

The Executive Assistant needs to organise and coordinate meetings, events, travel arrangements etc., which often involves coordinating multiple different parties and thinking ahead to anticipate and head-off common problems. This requires the following skills:

  • Good communications and public relations skills; especially an ability to communicate clearly and assertively on occasion
  • Good planning and organising skills, especially when resolving conflicting appointments or complex schedules of events
  • Diplomacy in dealing with some requests from stakeholders that may not be in the best interests of the Senior Manager concerned

    Level of contact with children

    This position has been classified as โ€œlow contactโ€: Limited interaction with children

    Key result areas:

    KRA 1: Executive Assistance

    Act as executive assistant to the Country Director and Senior Managers aiming to enhance their effectiveness through the provision of timely and appropriate logistical support:

    Make appointments for visitors to meet with the CD and other Senior Managers and make appointments for PIU staff to meet with Partners, Donors or other Stakeholders

    Liaise with the Procurement team to ensure that travel arrangements are made on time and with appropriate concern for the travellerโ€™s wellbeing; think ahead to develop an itinerary that will achieve the purpose of each visit in the most effective manner possible

    Maintain contact with the CD when traveling to ensure that appropriate action is taken on pending issues

    Pro-actively co-ordinate and maintain a record of all incoming / outgoing correspondences (mail, email, parcels, etc) and send reminders of deadlines to CD & CMT members for timely response

    KRA 2: Relationship Management & Communication

    Support CLT Members, and especially the Country Director, in managing strategic relationships and implementing aspects of the Communications plan that are assigned to them:

    Assist the Country Director, as required, in managing relationships with key stakeholders (such as Donors, Partners, National Offices, Government Officials etc.); serve as an information resource and respond effectively to queries from stakeholders

    Work with the Influencing & Communications Manager to understand aspects of the Communications plan that have been assigned to the Country Director; provide support as requested with producing documents or other communications materials

    Oversee the final production of key organisation-wide reports and other communications materials emanating from the Country Leadership Team

    Support effective internal communications

    KRA 3: Documentation & Record Keeping

    Assist the Country Director in preparing presentations, reports and other key documents; as well as editing and formatting documents to comply with PIU's brand:

    Develop and maintain an efficient records management system for CO documentation (correspondence, reports, newsletters, records, data, information etc)

    Follow up on various requests from the Region, IH, NOs, Donors, Government etc. and ensure that all reporting requirements are met e.g. Quarterly report to RO tracked, timely completed and submitted

    Thoroughly review all documents presented to the CD and CMT for completeness before submitting to them for signature (e.g. recruitment, tender, MOUs, financials, letters etc.); liaise with the submitting staff member to correct any errors as necessary

    Consolidate country team briefing reports from all Programme Areas, including the Country Office, and forward to Regional office; ensure that the submitted document is complete, error free, and submitted on time

    Produce reports, letters, influential power points PowerPoint presentations and other publications as requested; paying careful attention to detail on spelling, grammar and attractive layout/graphic design for official use to stakeholders (internal and external)

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