Executive Assistant

Date: 17-Jan-2023

Location: Accra, Ghana

Company: Plan International

The Organisation

ROLE PROFILE

Title	Executive Assistant
Functional Area	Administration – CO
Reports to	Country Director
Location	Country Office	Travel required	15-20%
Effective Date	Octtober, 2022	Grade	C2

role PURPOSE

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 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.

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.

The Opportunity

Provide administrative support to the Country Director and Senior Leadership Team in the CO.

Manage over-all schedule of Plan International Ghana, protocol with international and national authorities, organization of the international visits, and organization of CO-level events. As a learning objective, the post holder will be exposed to other basic administrative tasks including but not limited to procurement, inventory etc

Dimensions of the Role

• The post holder will not have any direct report
• The post holder will not manage a specific budget assigned to him/her, but will indirectly manage the budget in relation to the tasks assigned to her/him.
• The post holder will project the professional image of Plan to the external partners.
• The post holder will likely be called upon for different committees at CO level.

Accountabilities

• To ensure that the Country Director and Senior Leadership have the appropriate level of administrative and other support as and when required.
• To organize the Country Office Management Team meetings (Preparation of the schedule, agenda, minutes, and the follow up of action points from meetings)
• To manage a proper filing system for incoming and outgoing mails and other documents for the Country Director’s Office.
• To manage the work appointments of the core management members – especially CD which reflect the priority of the organization.
• To manage the overall monthly schedule of Plan International Ghana that will inform the maximization of the logistics.
• To support the management of international visits and national-level events held at CO level.
• Acting as a single point of contact for internal clients wishing to meet with Director.
• Host guests and strategic partners.
• Organising and book meeting rooms, refreshments for both internal & external engagements for Senior Leadership Team.
• Produce itineraries for travel and off-site meetings.
• Liaise with Admin Team to coordinate and book travel arrangements including flights, hotels, visas etc for the Country Director. Managing travel and other schedule of the CMT members and deal with the competing priorities.
• Screening telephone calls, enquiries and requests, and handling them when appropriate.
• Handle confidential and sensitive information professionally.
• Arrange, manage and maintain Director’s complex calendar ensuring appointments are scheduled and prepared for in advance.
• Assist the Country Director with drafting, correspondence and the preparation of presentations.
• Preparing and producing reports on behalf of the Director.

Key relationships

• High contact with visitors at CO level and partners
• Medium contact with external staff (GH, WACA) working with plan International Ghana staff
• Medium contact with partners to help the management preparing correspondence, report and presentation teams.

Technical expertise, skills, and knowledge

First Degree in Management Studies, Administration or any related field and at least 3 years of experience in a similar role.

Knowledge of administrative procedures and systems

Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite.

Excellent spoken and written English skills

Excellent writing and editing skills

skills

• Strong analytical and problem-solving abilities.
• Strong collaboration skills, able to build cooperation and negotiate compromises.
• Strong attention to detail.
• Proven experience of using online technology for communication and learning.

Behaviours

• Listens to and consults with others with genuine curiosity and interest to learn.
• Co-creates with diverse staff across the organisation.
• Demonstrates genuine curiosity and enthusiasm to find win-win solutions when facing challenges and ambiguity.
• Facilitates joint understanding and the development of good practices.
• Inspire trust and support from others.
• Promotes continuous improvement, innovation, and learning.
• Takes responsibility for achieving significant results.
• Able to build rapport with wide range of groups.
• Demonstrably committed to Plan’s goals and values.
• Committed to child safeguarding.

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

Physical Environment

Typical office environment, but the position requires up to 10% of travel within the Country mainly for the CMT related activities Typical office environment but role requires traveling occasionally.

Level of contact with children

Low contact: No contact or very low frequency of interaction.

Location: Country Office, Accra

Type of Role: Administration

Reports to: Country Director

Grade: C2

Closing Date: 27th January 2023

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.

Please note that Plan International will never send unsolicited emails requesting payment from candidates. 

 

Click to Apply:https://career5.successfactors.eu/careers?company=PlanInt