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| ORGANISATION OVERVIEW & ROLE PURPOSE |
| Plan International is an independent development and humanitarian organization that advances children’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 International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reach adulthood. 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. |
| This role is responsible for providing administrative and logistical support to the Country Management Team (CMT), aiming to enhance the effectiveness of PIU’s key senior managers: |
| ROLE DIMENSIONS: |
| The Executive Assistant acts as a key enabler of PIU’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 PIU’s success. |
| The Executive Assistant is required to think ahead in order to envision the logistical and administrative details that are required for success – 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
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Level of contact with children |
| This position has been classified as “low contact”: Limited interaction with children |
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| 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 traveller’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 |
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| 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 |
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| 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) |
| Ensure the security and confidentiality of sensitive documents or information; acting with discretion and professionalism at all times |
| KRA 4: |
| Provide logistical support for meetings and visits that are hosted by CLT members and support the achievement of meeting goals: |
| Maintain an up-to-date Country Calendar for all important deadlines and important upcoming events is maintained and shared with all relevant units |
Organize the Country Management Meetings and other important meetings and events as requested:- Ensure full understanding of the planned event including its purpose/agenda and proposed attendees
- Invite attendees and, if required, coordinate calendars to choose an appropriate time, ensuring attendance of key participants
- Circulate relevant materials in advance and provide support with travel and other administrative arrangements for participants
- Ensure that logistical arrangements for the meeting are made well in advance (e.g. audio-visual equipment, other resources, hospitality etc.)
- Take minutes, or keep a record of the meeting; producing the meeting report if required
- Develop and disseminate an action plan, if relevant, supporting the hosting manager / leadership team to follow up and ensure timely implementation of resolutions
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| Prepare minutes during extended CMT meetings and submit them for approval |
| Organise and coordinate high profile visits of NOs / Board members and IH; ensuring that all logistical arrangements have been thought through and that the visitor will receive a good impression of PIU |
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| KRA 5: Safeguarding, Gender Equality & Inclusion |
| Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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. |
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| ROLE REQUIREMENTS: |
Qualifications |
| Bachelor’s degree in Office Management, Administration and/or a relevant field from a recognised university |
| At least 5 years’ experience working areas of administration, operational support, and management, in relatively large organisations of similar complexity to PIU |
| Leadership Competencies |
| Myself as a Leader |
| Behaves in line with our values, bringing energy and commitment to the task of safeguarding girls, children, young people, vulnerable adults and colleagues; constructive and optimistic in facing challenges and change. |
Lasting Impact |
| Focuses effort where it will make the best contribution to PIU's purpose and strategic goals; takes the initiative to find new and better ways of doing work. |
Open & Accountable |
| Understands and adheres to the policies, processes, practices and standards relevant to own work; honest and efficient in use of resources, including own time. |
Work Well Together |
| Acts as a good team player, communicating effectively and being open and supportive towards those around them; is aware of the potential impact of their behaviour on others and makes sensitive choices. |
Inclusive & Empowering |
| Collaborates with team members, colleagues and partners in an active and engaged manner; shares information, experience and ideas with the aim of helping or empowering others. |
Skills & Knowledge |
| Takes responsibility for own performance and development: reflecting, seeking and listening to feedback, learning from mistakes, finding people or resources to help them learn, keeping knowledge and skills up to date. |
Critical Business Management Competencies |
| Good understanding of broad trends in the development and humanitarian sector and key external organisations relevant to PIU's administration and operation. |
| Good track record of planning and organising work effectively; managing time to deliver results against agreed priorities, objectives and quality requirements, to time and within budget. |
| Good analytical skills as required to obtain and process information and numerical data from a range of sources and use the insights gained to inform decisions or communications. |
| Good understanding of financial and procurement systems, with a good track record of complying with relevant procedures and controls |
| Good written and spoken communication skills, including in English, with an ability to effectively adjust content and presentation so as to connect with an audience. |
| Good team working skills, including an ability to listen well to others, appreciate viewpoints, and respond positively to diversity. |
| Critical Technical Competencies |
| Proficiency in documentation, report writing, letter writing, records keeping and customer care |
| Fully conversant with Microsoft Office package, especially Word, Excel, PowerPoint and Outlook |
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| SIGNATURES: |
| Supervisor’s Name: ….................................. Employee's Name: …................................... |
| Supervisor’s Signature: …............................ Employee's Signature: …............................. |
| Date: …........................................................ Date: …......................................................... |
ROLE PROFILE
