Executive Assistant, Assistant exécutif, Yaoundé, Plan International

Role Responsibilities/ Responsabilités du rôle

Date: 01-Mar-2022

Location: Yaounde, Cameroon

Company: Plan International

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.

ROLE PROFILE

Title:     Executive Assistant

Functional Area:     Administration – CO

Reports to:     Country Director

Location:     Yaounde ,Local Position (CO)

Travel required    10%

Effective Date:  February 2022

Grade:    C1

role PURPOSE

Provide secretarial, clerical, and administrative support to Country Director (CD) and Country Management Team (CMT) at Country Office (C) level. Ensure the high quality of documents from Plan International Cameroon to external entities. The post holder coordinates the management of the overall schedule of Plan International Cameroon Executive Office, protocol with international and national authorities, organization of international visits, and organization of CMT/CLT-level events. The job holder will support the smooth running of the CMT’s work schedule, including meetings and travel schedules. As part of her/his development, the post holder will be exposed to other administrative tasks, including but not limited to procurement, inventory, and contract management. The post holder will work and coordinate closely with the Supply Chain Department and Finance Department.

Attend to any other tasks as assigned by his/her Supervisor.

Dimensions of the Role

The critical role of the post holder is to effectively plan and schedule, on an annual basis, coordinate management meetings, and ensure timely, coherent, and consistent distribution of information, including making sound recommendations and suggestions to inform the decision-making process.

General and Office Administration

Correspondence management

CMT, CLT and Staff Delegates and others meeting organization and administration

Telephone coverage and visitor liaison

Agenda and Documentation Management

Area of Responsibility – Country Director’s Office

The post holder will project the professional image of Plan International Cameroon to the external partners

Accountabilities

Management of CMT/CLT meetings and events, Coordination, and follow-up of agreed actions

Prepare the annual CMT and CLT meetings schedules and inform the stakeholders to reserve the dates

Organize, prepare documentation and update annual schedules for all meetings, travels, and activities of the CMT/CLT

Coordinate and attend management team meetings and events, namely the CMT/CLT/Staff Delegates and any other meeting requiring high-quality note-taking and preparation of summaries of relevant actions, include these actions for follow up in the CD’s calendar

Take high quality and accurate notes, prepare minutes and update and follow up open actions lists for the CMT/CLT and any other ad-hoc management meetings and ensure that relevant team members produce regular updates

Coordinate with the Internal Control Department on their Annual Work Plan and Schedule of activities and follow up actions

Coordinate with the Communications Department on their Annual Work Plan and schedule of activities, especially those requiring the CD’s presence or collaboration

Coordinate with the HR Department on issues such as the weekly Recruitment Tracker, the notification of the end of contracts, the status of preparation of Terminal Benefits, the scheduling of Staff Delegates meetings

Coordinate with the Security Department on their Annual Work Plan and schedule of activities

Coordinate with the Head of Programs on key Program Department meetings where the CD should be invited

Coordinate with the Finance Department on crucial meetings where the CD should be invited

Coordinate with the Supply Chain Department on key activities where the CD should be involved

Coordinate with the PIIAMs (Program Influencing and Implementation Managers) for any support required from the CD. Keep close contact with them at least once a week.

Coordinate with the ERM (Emergency Response Managers) for any support required from the CD. Keep close contact with them at least once a week

Coordinate with the Federation Occupancy Guests on needs and requirements for their work to be supported.

General and Office Administration

Correspondence Handling

Processing all correspondence for the Country Director, all correspondence going out of Plan International Cameroon should be of the highest quality

Keep records of all CD’s correspondence

Prepare responses to correspondence containing routine inquiries for CD’s approval

Read and analyze incoming memos, submissions, and reports from CD’s office to determine their significance and plan their distribution

Ensure all CD’s Supervisees present their Terms of Reference for Travel as well as their Mission Orders.

Meeting Organization and Administration

Organization of Monthly CMT meetings and Quarterly CLT meetings

Organization of Bi-Annual Staff Delegates meetings

Prepare meeting agendas, relevant documents and distribute to meeting participants at least one week prior to the meeting. This should include but is not limited to: Minutes of previous meeting, action tracker, BVAs, Grants updates, etc.

Take high quality note of minutes of all meetings

Keep track of deadlines to remind management of the decisions taken at CMT and CLT meetings

Plan, coordinate and schedule executive and other meetings with outside stakeholders

Schedule and arrange executive meeting facilities in Coordination with the Supply Chain Department

Prepare attendance lists and keep a file

Arrange teleconferences

Telephone Coverage

Managing all incoming calls to the CD’s Office

Screen all calls and visitors; Take messages

Replace the Receptionist when necessary

Agenda Management

Manage and maintain the CD’s schedule in terms of scheduling appointments, time management, and keeping it up to date

Set up meetings and venues via the electronic diary

Be the gate-keeper for the CD’s office

Accompany the CD to the critical outside and inside meetings to take notes and prepare summaries

Be present during the Regional Leadership Team meetings and Reflection Weeks to take notes of relevant issues to inform the CMT and CLT

General Administration

Make travel and accommodation arrangements for the CD

Maintain office equipment

Ensure the CD’s office has all the necessary equipment and stationery to function well

Liaise with the Fleet to ensure CD’s transportation

Documentation

Make relevant documents available for scheduled meetings

Develop and maintain a document management/filing system

Maintain an up to date archive of important/relevant documents

Compile data and prepare documents for consideration and presentation by CD

Photocopying and collating official documents

Make PowerPoint presentations when required by the CD

Visitors Liaison

Answer queries and complaints from internal and external visitors to the CD’s office

Greet and screen visitors and determine whether they should be given access to the CD

Use own initiative and handle problems and then direct to the respective office

Minimize disruption to the CD’s work

Contract management for all partners

Ensure that copies of all relevant contracts are kept and monitored to ensure timely renewal or cancelation

Maintain the CD’s Power of Attorney available if required

Maintain CD’s documentation and monitor visa and residence permits are up to date

Ensure regular meetings with the Internal Controller and the Legal Counsel

Maintain an effective filing system for all Executive documents, including minutes of meetings (both hard copy and electronic).

Others: Perform any other duties as required and requested by the Supervisor

Indicators for success:

Improve the quality of CD’s correspondence, meetings, documentation, telephone, appointments, and agenda management,

Ensure that all CMT and CLT meetings are scheduled and organized on time

Provide administrative support to CD, CMT, and CLT

Dealing with Problems:

Ability to solve problems regarding the assigned area of responsibility

Providing advice

Communications and Working Relationships:

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

Maintains high contact with the CMT and CLT members, Supply Chain Staff, and HR staff at CO and PIIA levels

Maintains high contact with Plan International Cameroon staff

Technical expertise, skills and knowledge

Essential

Fully bilingual, with proven excellent written and communication skills in English and French;

A high degree of organization and excellent problem-solving skills;

High level of confidentiality and excellent customer relation;

Ability to multi-task, prioritize and deliver even on 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 manage and work under pressure;

Cultural Sensitiveness

Desirable

Knowledge of development issues and management practices of an INGO

Qualifications and Experience;

Bachelor’s degree in secretarial and clerical duties and at least three years of experience in office management and administrative issues (preparing invoices, executives schedules, reporting, writing high-quality documents, writing memos and letters, etc.)

Proven writing skills a professional level, drafting, and editing experience in both English and French;

Experience in managing high level executive events;

Strong knowledge of MS Office (Word, Excel, PowerPoint, and Outlook) and maintaining complex spreadsheets and databases

Plan International’s Values in Practice

We are open and accountable

Promotes a culture of openness and transparency, including with sponsors and donors.

Holds self and others accountable to achieve the highest standards of integrity.

Consistent and fair in the treatment of people.

Open about mistakes and keen to learn from them.

Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

Articulates a clear purpose for staff and sets high expectations.

Creates a climate of continuous improvement, open to challenge and new ideas.

Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.

Evidence-based and evaluates effectiveness.

We work well together

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

Typical office environment, but the position requires up to 10% of travel within the country, mainly during  CLT Meetings in the Regions.

Level of contact with children

Low contact: No contact or very low frequency of interaction

Females or males are encouraged to apply.

Closing Date: 13/02/2022

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Postuler (Apply for the job) sur son site Internet: https://jobs.plan-international.org/job/Yaounde-Executive-Assistant/768292301/

The Weekly Job Report, Le rapport de travail hebdomadaire, 14/02/2022: https://afriquejobs.com/2022/02/14/the-weekly-job-report-le-rapport-de-travail-hebdomadaire-14-02-2022/

All companies hiring (Entreprises qui emploi au Cameroun): https://www.afriquejobs.com/2020/07/emplois-jobs-au-cameroun-liste-des.html

More jobs (Plus d\’offres d\’emploi): https://www.afriquejobs.com/