Executive Secretary 334 views0 applications


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. But this is often suppressed by poverty, violence, exclusion and discrimination. And its 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.

The purpose of this position, is to:

 To provide administrative support to the Country Director and the management of the Country Director’s office, to provide support to Core Management Team, perform numerous duties, including scheduling, writing correspondence, emailing and handling visitors.

Responsibilities:

  • Acts as first point of contact to the Country Director.
  • Provides administrative and clerical support to the Country Director and Core Management Team.
  • Manages, coordinates and maintains the calendar of the Country Director including appointments and meetings.
  • Organizes and attends meetings with the Country Director and makes sure the Country Director is well prepared for meetings.
  • Coordinates, obtains input, draws up and distributes agenda and records minutes.
  • Schedules meetings and arranges conference room
  • Prepares confidential and sensitive documents
  • Coordinates the Country Director’s office activities
  • Takes and transcribes dictation
  • Prepares and manages the Country Director’s office budget
  • Handles all information requests to the Country Director’s office
  • Arranges travel, ticketing, reservation and visas for the Country Director
  • Devises and maintains office system, including data management and filing.
  • Deals with incoming mails and correspondence on behalf of the Country Director
  • Carries out  background research and presents findings as assigned
  • Collates and files expenses for the Country Director’s  office
  • Reads, analyzes and prepares reports and presentations

Working Relationships:

The executive secretary would work with Core Management Team and other department Heads

Knowledge, skills and behaviours:

Knowledge

  • Expert knowledge in office management and secretarial duties.
  • Significant and strong understanding of managing a top executive office.
  • Significant experience in and a strong understanding of the executive secretary processes, approaches, tools and organizational learning, that is up to date with best practices in the role.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrated the highest level of competency

Skills

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks  seamlessly with excellent attention to detail
  • Good Communication skills (both written and spoken)
  • Strong analytical and problem-solving abilities.
  • Good planning skills
  • Develop and communicate  clear messages from the Country Director’s office
  • Strong collaboration skills, able to build cooperation and negotiate compromises.
  • Good inter personal skills and the ability to build relationships with staff partners, stakeholders and the public.
  • Proven experience of using Microsoft office package.
  • Fluent in English. Working knowledge of French will be an advantage.

Behaviours

  • Listens to and consults with others with genuine curiosity and interest to learn.
  • Co-creates with diverse staff across the organisation.
  • Inspire trust and support from others
  • Promotes learning
  • Takes responsibility for achieving significant results
  • Able to build rapport with wide range of groups
  • Demonstrably committed to Plan International’s goals and values: open & transparent; working well together; accountable and striving for lasting impact
  • Committed to child safeguarding
  • Build and maintain partnerships among in-country staff and regional colleagues

Qualification

First Degree in Business management (Secretarial option) with three years’ experience or

 Advance Diploma in Professional Secretaryship from a recognized institution with five years’ experience.

Level of Contact with Children:

Limited

Physical Environment and Demands:

Travel approx 20% of the time

Based in Plan International Country Office

Location- Country Office -Accra

Deadline for submission of online application is  21st March, 2019.

Only shortlisted candidates would be contacted.

Qualified Ghanaian nationals, especially female candidates are encouraged to apply.

Plan International is an equal opportunities employer, committed to the protection of children and gender equality and our recruitment procedure reflects this.  Selected applicants will be expected to comply with the child protection policy of the organization.

More Information

  • Job City Accra
  • This job has expired!
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Plan International is an international organisation or development which works in 51 countries across Africa, the Americas, and Asia to promote the safeguarding of children.It is a nonprofit organisation and is one of the world's largest organisations based on children, it works in 58,000 communities with the help of volunteers to improve how 56 million children live. The charity also has 21 national organisations who have been given the responsibility to oversee the raising of funds and awareness in their individual countries.

The organisation puts an emphasis on communities working together in order to address the needs of children around the world. The NGO focuses on child participation, education, economic security, emergencies, health, protection, sexual health (including HIV), and water and sanitation. It provides training in disaster preparedness, response and recovery, and has worked on relief efforts in countries including Haiti, Colombia and Japan.

Plan International also sponsors the Because I Am a Girl campaign, which has published many stories focusing on the struggle of young women in the developing world.

Plan International was founded during the Spanish Civil War by British journalist John Langdon-Davies and aid worker Eric Muggeridge. When they witnessed the conflict change the lives of children, they founded ‘Foster Parents Plan for Children in Spain’, which would later change its name to Plan International. Set up in 1937, the organisation provided food, shelter and clothing to children whose lives had been destroyed by the war.

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0 USD Accra CF 3201 Abc road Full Time , 40 hours per week Plan International

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. But this is often suppressed by poverty, violence, exclusion and discrimination. And its 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.

The purpose of this position, is to:

 To provide administrative support to the Country Director and the management of the Country Director’s office, to provide support to Core Management Team, perform numerous duties, including scheduling, writing correspondence, emailing and handling visitors.

Responsibilities:

  • Acts as first point of contact to the Country Director.
  • Provides administrative and clerical support to the Country Director and Core Management Team.
  • Manages, coordinates and maintains the calendar of the Country Director including appointments and meetings.
  • Organizes and attends meetings with the Country Director and makes sure the Country Director is well prepared for meetings.
  • Coordinates, obtains input, draws up and distributes agenda and records minutes.
  • Schedules meetings and arranges conference room
  • Prepares confidential and sensitive documents
  • Coordinates the Country Director’s office activities
  • Takes and transcribes dictation
  • Prepares and manages the Country Director’s office budget
  • Handles all information requests to the Country Director’s office
  • Arranges travel, ticketing, reservation and visas for the Country Director
  • Devises and maintains office system, including data management and filing.
  • Deals with incoming mails and correspondence on behalf of the Country Director
  • Carries out  background research and presents findings as assigned
  • Collates and files expenses for the Country Director’s  office
  • Reads, analyzes and prepares reports and presentations

Working Relationships:

The executive secretary would work with Core Management Team and other department Heads

Knowledge, skills and behaviours:

Knowledge

  • Expert knowledge in office management and secretarial duties.
  • Significant and strong understanding of managing a top executive office.
  • Significant experience in and a strong understanding of the executive secretary processes, approaches, tools and organizational learning, that is up to date with best practices in the role.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrated the highest level of competency

Skills

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks  seamlessly with excellent attention to detail
  • Good Communication skills (both written and spoken)
  • Strong analytical and problem-solving abilities.
  • Good planning skills
  • Develop and communicate  clear messages from the Country Director’s office
  • Strong collaboration skills, able to build cooperation and negotiate compromises.
  • Good inter personal skills and the ability to build relationships with staff partners, stakeholders and the public.
  • Proven experience of using Microsoft office package.
  • Fluent in English. Working knowledge of French will be an advantage.

Behaviours

  • Listens to and consults with others with genuine curiosity and interest to learn.
  • Co-creates with diverse staff across the organisation.
  • Inspire trust and support from others
  • Promotes learning
  • Takes responsibility for achieving significant results
  • Able to build rapport with wide range of groups
  • Demonstrably committed to Plan International’s goals and values: open & transparent; working well together; accountable and striving for lasting impact
  • Committed to child safeguarding
  • Build and maintain partnerships among in-country staff and regional colleagues

Qualification

First Degree in Business management (Secretarial option) with three years’ experience or

 Advance Diploma in Professional Secretaryship from a recognized institution with five years’ experience.

Level of Contact with Children:

Limited

Physical Environment and Demands:

Travel approx 20% of the time

Based in Plan International Country Office

Location- Country Office -Accra

Deadline for submission of online application is  21st March, 2019.

Only shortlisted candidates would be contacted.

Qualified Ghanaian nationals, especially female candidates are encouraged to apply.

Plan International is an equal opportunities employer, committed to the protection of children and gender equality and our recruitment procedure reflects this.  Selected applicants will be expected to comply with the child protection policy of the organization.

2019-03-22

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