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Executive Assistant
Plan International
Plan International

 605 USD:
 Section/Unit: Service Support
 Grade Level: C1
 Supervisor: Country Director
 No. of Post: 1
 Duty Station: Khartoum
 Closing Date: 12 July 2019

 
 Background:

About Us:

“We strive for a just world that advances children’s rights and equality for girls”

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls.

Working together with children and 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 72 countries.  In Sudan, we have been active for over 40 years, and currently maintaining an operational presence in four states - Kassala, White Nile, North Kordofan and North Darfur.

This footprint is augmented by partner led emergency responses in East and West Darfur, South Kordofan and the Red Sea.

Plan International core values are:

o    We strive for lasting impact

o    We are open and accountable

o    We work well together

  We are inclusive and empowering

 

 

 

 



 
 Duties and responsibilities:

ü  Manage the heavy calendar and prioritize multiple tasks for the effective functioning of the director’s office. 

ü  Ensure effective communication and documentation to and from the director’s office. 

ü  Provide efficient logistical support to the director’s office in terms of meetings, conferences, travels and visitors. 

ü  Monitor the implementation of decisions of the CMT/eCMT Meetings

ü  Manage the processing of work permits, dependant passes and relocation of international staff. 

ü  Co-ordinate and compile background materials for high level executive meetings of the RLT, INGO forum, HCT, other regional, Global meetings and external meetings with officials from Government, UN agencies, Embassies, Donors, INGO, etc. 

ü  Liaise regularly with key stakeholders i.e. IH, NOs, COs, RO staff and external contacts to ensure effective information and timely actions.  

 

Communication

ü  Draft correspondence for own/CDs signature to CDs and country office staff

ü  Manage all critical communications by responding and taking necessary action

ü  Arrange essential mail in priority action order for CD/PM/OM attention

ü  Check deadlines on incoming requests and put preliminary work in play

ü  Process replies on own initiative or from CD’s dictation notes

ü  Receive/respond to emails internal/external

ü  Follow up on deadlines for submission of quarterly reports with respective managers and sending feedback on behalf of the CD

ü  Act as initial point of contact for CD/PM/OM

ü  On daily basis responds promptly t questions and follow-up on action as appropriate. 

ü  Update country scheduled meetings on a monthly basis and disseminate to Staff

 

Phone 

ü  Handle all inquiries within CD capacity from IH, NOs and all country staff 

ü  Arrange call backs to better manager CD’s time

ü  Route calls to other staff as necessary

ü  Taking messages as appropriate and eliciting necessary  information to allow timely and accurate responses and follow-up on actions

 

Appointment/Meetings

ü  Manage heavy calendar requiring interaction with both internal and external executives and assistants at IH, NOs, NGOs, 

ü  to coordinate a variety of complex executive meetings

ü  Prepare agenda in advance for CLT/eCLT

ü  Secure meeting facilities

ü  Record meetings/action points and disseminate minutes

ü  Assure discreet handling of all business

ü  Schedule CD’s/PM/OM’s direct reports appointments for Annual Appraisals (PMS) review

ü  Provide support in protocol matters and organization of meetings with officials from NGOs, GoS/HAC, Embassies, UN, INGO Forum, etc.

 

Visitors

ü  Arrange amenities as needed

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

ü  Arrange travel through the travel agent – ticket, visa, travel insurance, boarding passes

ü  Coordinate travel advance as requested

ü  Organize airport transfers and where necessary hotel accommodation

Prepare itinerary where necessary or o


 
 Minimum Qualification, Skills and Experience Required:

  • A minimum of a Bachelor’s Degree in Business Administration or Public Administration 
  • At least 5 years’ experience in an executive level support experience ideally in an international setting  
  • Demonstrated experience in office administration/management/secretarial support 
  • Advanced knowledge and good experience  of using Microsoft Office applications particularly Word, Powerpoint and Outlook
  • Knowledge or experience of using relational databases
 

 


Salary and Benefits:

Plan offers a very competitive salary and benefits package to its employees. The employee shall receive a gross salary of (605) in USD.. We are also known as a learning institute that builds up staff career development and provides comprehensive Talent Management Programs.

How to Apply:

The closing date for the applications is 12/07/2019. Please use the title: Executive Assistant” in your application.  Please attach your CV and relevant certificates, a motivational letter explaining how your skills and experiences meet the requirements of the job, your contact details including phone and email in addition to the names and contact details of two references who know you professionally. Please note that one of the references must be your current / most recent line manager.  The complete application should be submitted should be as hard copy to Joint Procedures Centre at Humanitarian Aid Commission (HAC) Labor office, Gamhuria Street or via Sudanjob.net

Please note :

·          Only short listed candidates will be contacted

·          Females are strongly encouraged to apply “competitive offers are waiting for them!”

 

 

 
Child Protection Policy:

References checks will be carried out in conformity with Plan’s Child Protection Policy for the successful candidate before confirming the offer. Plan will also request for Police Clearance report before confirming the offer.  Plan is committed to implementing its equal opportunities policy, actively encourages diversity, and welcomes applications from all areas of the national community.










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