Plan International Executive Assistant Jobs in Kenya

Plan International Executive Assistant Jobs in Kenya

Who We Are

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive.

This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.

About the Role

The Executive Assistant will provide administrative duties to the Country Director (CD) and support the functioning of Country Management Team (CMT) to ensure high performance and achievement of organizational goals by primarily providing administrative and programmatic support to the CD, CD’s reports, CMT and eCMT.

Accountabilities and Main Work Activities

Executive Support Priorities

• Provide administrative and programmatic support to the CD and in his/her absence to the Nominee.

• Manage CD calendar/diary and prioritize multiple tasks for the effective functioning of the CD’s office, ensuring appointments and meetings are well organized, coordinated and logistical arrangements.

• Provide back-up support to ensure the effective and timely response to requests from Donors, other NGOs, press and media, staff and partners of PIK and PII.

• Co-ordinate, prepare minutes and compile background materials for CMT, Board and external meetings with officials from Government, UN agencies, Embassies etc.

• Monitor the implementation of decisions of the Country Management Team (CMT)

• Liaise regularly with key stakeholders i.e. MEESA RH, GH, NOs and external contacts to ensure effective information and timely actions.

• Preparing the Delegation of Authority letters when the CD is away, and inform the relevant stakeholders of the same to ensure business continuity.

• Manage CD’s office expenses by raising purchase requisitions / payments, expense travel report as necessary.

• Work closely with Communications Department to input on corporate communication to internal and external stakeholders.

• Update CD’s scheduled meetings on a monthly basis and disseminate to CMT/eCMT/ Staff

• Provide support to the Director of Operations; Director of Program Strategy, Development and Innovation; Director of Program Implementation and Quality and any other Country Management Team (CMT) member at the discretion of the CD.

• Support extended Country Management Team (eCMT), Security Review Team (SRT)

Communication, Visibility and Public Relations

• Ensure effective communication and documentation to and from the Director’s office while ensuring confidentiality. This includes forwarding mails to respective departments/units.

• Prepare documentation to support the office of the CD and its functions efficiently and effectively.

• Act as the initial contact point for the Country Director’s Office, by promptly responding to issues from Senior Leadership Managers.

• Coordinate documentation for CD’s approval to various internal and external stakeholders.

• Identify appropriate opportunities to ensure the CD’s visibility and accessibility is maintained, working with relevant departments where necessary, and providing corporate inter- office support

• Direct requests for information or assistance from external bodies to staff as appropriate and ensuring actions are taken and that good public relations are maintained.

• Schedule deadlines for different projects/reports with CMT, respective Directors and staff, sending feedback on behalf of the CD

• Record CMT and senior management meetings/action points and disseminate minutes and CMT decision as appropriate

Appointment / Meetings

• Provide logistical and administrative support for the organization of seminars, meetings, workshops, conferences, and training sessions organised through the CD’s office.

• Manage CD’s heavy calendar requiring interaction with various internal and external stakeholders and coordinate a variety of complex executive meetings

• Update CD’s scheduled meetings on a monthly basis and disseminate to CMT/eCMT/ staff, prepare agenda items, sharing of minutes and actions.

• Schedule CD’s direct reports appointments for performance management (objectives and appraisals) review meetings.

• Provide support in protocol matters and organization of meetings with officials from NGOs GOK, Embassies

Travels / Visitors

• Coordinate, monitor and make travel and logistical arrangements for the CD and other senior directors. Arrange amenities as needed, including ticket, visa, travel insurance, boarding passes

• Coordinate airport transfers and where necessary hotel accommodation for CD.

• Coordinate the preparation of briefing information for the CD relating to travel/conferences, working closely with departmental colleagues as appropriate.

• Preparation of invitation/visa letters where applicable for visitors to enable them acquire visas either prior or upon arrival at the airport.

• Liaise and act as a point of contact for relevant information/enquiry from all parties external to the Country Office Travel

• Prepare itinerary where necessary or obtain from hosting office

Information and Data Management

• Implement and maintain robust office systems including filing and record keeping for the CD’s office that facilitates easy reference and rapid retrieval of information

• In Event Planning/Management

Other Duties

• As assigned by the supervisor

Technical Expertise, Skills and Knowledge

Qualifications/ Experience Essential:

• Bachelor’s degree in business administration or social sciences

• Minimum four (4) years’ experience in a similar role

• Proven experience in providing high quality administrative and personal assistant services to senior level staff

• Excellent written and verbal communication skills.

• Proven interpersonal and customer service skills with people at a range of levels from a variety of social and cultural backgrounds.

• Assertive and pro-active, with the ability to work on own initiative with little or no supervision.

• Good analytical skills with the ability to identify key points from complex material or information.

• Self-motivated, flexible and able to make judgement as to when to take the initiative on the CD’s behalf.

• Excellent time management skills. The post-holder will need to manage their own time well, and the time of the CD.

• Demonstrated personal integrity and ability to deal with sensitive and/or sensitive issues with tact, and diplomacy while maintain complete discretion and confidentiality.

• Ability to inter-face smoothly with the Communications Department to ensure that corporate communications are developed, cultivated and maintained in line with the brand of the CDs’ office.

• Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services.

• Experience in providing comprehensive support to staff committees and meetings.

• Experience with an INGO in a similar role.

Desirable:

• Project Management qualification and Experience

• ERP

Languages Required:

• Excellent written and verbal communication skills in English.

Skills:

• Service oriented/ Customer centric/ customer relationship skills

• Works collaboratively as a team player

• Capability to coordinate and cooperate within interdisciplinary teams

• Outstanding interpersonal skills

• Comfortable with taking timely decisions in situations where information may be incomplete, based on consultation and sound judgement.

• Ability to work and interact with people of diverse backgrounds

• Ability to multi-task and prioritize competing demands.

• Excellent Office Management Skills

• Capability to communicate ideas and verbal Information in a way that is coherent with the type of audience

• Problem solving skills

• Proactive, resourceful and efficient a high level of professionalism and confidentiality

• Strong decision-making ability and attention to detail

Knowledge:

• Project and General Management Skills

• Written and verbal Reporting

• Must have good writing and oral communication skills;

• Demonstrated good character, creativity, honesty, positive attitude and ability to learn

How to Apply

For more information and job application details, see; Plan International Executive Assistant Jobs in Kenya

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