Management Support Officer at Plan International

Role Purpose

• The Executive Assistant is responsible for providing secretarial, clerical and administrative support the Country Director, the CMT and the Board in order to ensure that services are provided in an effective and efficient manner.

Role Dimension

• General and Office Administration
• Correspondence Handling
• CMT, E-CMT, Board and others meeting Administration,
• Telephone Coverage and visitor liaison for the CD
• Diary and Documentation Management
• Area of Responsibility - Country Office

Roles/Responsibilities
General and Office Administration:

• Correspondence Handling
• Processing all incoming emails, letters and other correspondence for the Country Director.
• Keep records of all CD’s correspondence
• Prepare responses to correspondence containing routine enquiries for CD’s approval
• Read and analyse incoming memos, submissions and reports from CD’s office to determine their significance and plan their distribution

Telephone Coverage:

• Managing all incoming calls to the CD’s Office
• Screen all calls; Take messages
• Respond to voicemail messages

Diary Management:

• Manage and maintain the executive’s diary in terms of scheduling appointments, time management and keeping it up to date
• Set up meetings and venues via the electronic diary

General Administration:

• Make travel and accommodation arrangements for the Management
• Maintain office equipment
• Support procurement committee as the secretary, schedule meeting, take minutes and other duties as assigned by the procurement committee chair.

Technical Expertise, Skills and Knowledge
Essential:

• A degree in Business/Public Administration or related field.
• At least 3 years’ experience in an international organization similar to Plan
• Fluency in English with excellent writing and speaking skills is required.
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment respecting diversity.
• Experience with Microsoft Word, Excel, Power Point and Outlook.