Executive Assistant 83 views0 applications

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’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 it’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 children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – 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 80 years, and are now active in more than 70 countries.

Plan International Sierra Leone is seeking to recruit top-notch professional to fulfil the position of Executive Assistant based in the Country Office, Freetown that will deliver the tasks outlined below

 

DIMENSIONS OF ROLE

The Executive Assistant will organize his/her work as s/he will feel convenient, and shall execute his/her duties while ensuring effective accountability to the supervisor. S/he will manage all situations in compliances with Plan International Sierra Leone systems and procedures in close coordination with his/her supervisor. The Executive Assistant does not manage directly a team but s/he is expected to build and maintain strong working relationships with members of the Country Leadership Team (CLT) and other departments and units.

Key Responsibilities

• General administrative support
• Centralize “IN” correspondences for the Country Director’s review
• Follow-up Country Director’s comments and annotations on correspondences and remind colleagues of due actions as relevant
• Prepare and/or edit correspondences and other documents as relevant
• Ensure a unique referencing system to all “OUT” correspondences
• Manage the official email address of Plan International Sierra Leone and refer mails to recipients accordingly
   
  Management of Country Director’s office

• Handle phone calls meant for the Country Director and manage correspondences to and from Country Director’s office
• Draft Country Director’s monthly schedule and update his weekly agenda
• Maintain the Country Director’s appointment schedule and ensure due follow-up
• Manage and maintain the Country Director’s travel planning and ensure logistic support as appropriate.

  Executive Team Administration

• Prepare and monitor budgets for Country Director’s running costs in office
• Ensure that services requested in Country Director’s office/house are provided
• Follow-up on deliverables from members of the Country Leadership Team or other colleagues as may be requested by the Country Director
• Plan and update annual schedule for Country Leadership Team meetings
• Coordinate and attend management team meetings and events, namely CLT and Extended CLT meeting, take notes, prepare minutes and update decision follow-up table, ensuring that relevant team members produce regular updates
• Collect, compile and share staff travel data including NO, GH, Sponsors and Media Crew visits with relevant parties

  Management of international visits and meetings, and events coordination and follow-up

• Plan and coordinate all in country visits of guests, ensuring appropriate logistic and notification to officials/administrative for appointments as convenient
• Manage and coordinate regional or international meetings/events to be held in Sierra Leone, in collaboration with the Logistics Department and the meeting or event’s focal point
• Support internal communication, learning process and good practices sharing
• Compile and share planning of events on a monthly basis
   
  Representation, learning and documentation

• Represent the CD in external meetings with stakeholders when and as requested
• Participate in all relevant technical coordination meetings and provide timely and quality feedback
• Support learning and documentation through development and revision of briefs, reports and press releases
• Oversee the information storage infrastructure including intranet
   
  Dealing with Problems

• Arrange and coordinate different management and program meetings. The core management team and the extended management team deal with a broad range of issues. Ensuring that management decisions/recommendations are accurately captured require familiarity and interest in the variety of issues of management concern, besides the ability to review and consolidate large amount of information into succinct briefing papers and notes, to identify problems and recommend solutions to management
• Manage conflicting priorities. The Executive Assistant will be a shared resource for the executive team (core CLT) and the management teams (E-CLT) and should be able to manage the demands of these teams. He/she should be flexible to assume new responsibilities in the role
• Create and maintain complex relationships. One of the challenges of the Executive Assistant will be his/her ability to earn and deserve trust of senior managers/teams and build strong professional relationships with technical advisors and the country program team as a whole.
   
  ACCOUNTABILITIES AND KEY RELATIONSHIPS

• To follow-up on deliverable from CLT members or other colleagues as may request the Country Director (High)
• To arrange and coordinate Core CLT meetings and to ensure timely distribution of minutes, notes and follow up to actions lists (High)
• To follow up on communication between Plan International Sierra Leone PIIA Managers, PMs and Implementation partners (High)
• To follow up on deliverables requested from PUMs and Project Mangers by the CD (High)
• To ensure posting of correspondences in M-Files for CD’s review or escalate information for CD’s attention by other available means (High)
• To coordinate logistics and administrative support to regional meetings/events (High)
   
  GENERAL ACCOUNTABILITY
  Child and Young People Safeguarding Policy
  Ensures that Plan International’s global policies for child and young people safeguarding policy (CYPSP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
   
  Technical expertise, skills and knowledge
  Education/Training
  Required: Bachelor of Social Sciences or equivalent
  Desired: Master’s degree in Social Sciences
   
  Skills & Behaviours

• Excellent written and communication skills in English
• High degree of organization and excellent problem solving skills
• High level of confidentiality and excellent customer relation
• Ability to multi-task, to prioritise and to deliver to tight deadlines
• Ability to take and transcribe minutes/memos with speed and accuracy
• Ability to work independently with minimum instructions and supervision;
• Commitment to continuous learning and improvement
• Ability to easily adapt and cope with a multicultural environment
• Ability to monitor delivery from core manager and draw attention on variances
   
  Plan International’s Values
  https://plan-international.org/about-us/careers-plan-international/our-values-work

Location: Freetown – Sierra Leone

Type of Role: Administrative

Reports to: Country Director

Grade: C2

Closing Date: 18th June 2019