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

1. 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

2. 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).

3. 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;
• Apply for this job
  ×Close

  Apply for Executive Assistant at Plan International

  Name

  Email

  Phone

  Resume (cv)

  Cover letter

  cancel Send application