Leadership/Executive Support Officer – Operations

Location: Addis Ababa, Ethiopia

Company: Plan International

Job Description

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 85 years, and are now active in more than 75 countries.

role PURPOSE

The position holder will provide high level administrative and operational support primarily to the Deputy Country Director and his/her Operations Management Team (OMT).

Accountabilities and MAIN WORK ACTIVITIES

Operation Support: (50%)

  • Consolidation of departmental annual plans and facilitate the efficient monitoring of their implementations
  • Coordination of monthly, quarterly, bi annual and annual performance reports in collaboration with department heads
  • Establish annual operations calendar, proactive engagement with OMT and other CMT members to ensure timely execution of actions
  • Maintain operations action tracker and engage with respective action owners to ensure action and decision making
  • Take responsibility for monitoring and reporting mandatory KPI of OMT
  • Consolidate periodical KPI reporting of the different departments under Operations
  • Closely work with ICT&DD department in the updating of PIE’s Operational Dashboard
  • Perform additional duties as instructed by line manager or OMT

Admin Support (50%)

  • Provide administrative support in a manner consistent with the highest level of performance and professionalism
  • Maintain annual calendar of Operations function and individual calendar of DCD-Ops.
  • Arrange travel, accommodation and transportation for Operations Management Team for local and international travels
  • Organize events such as trainings, meetings and workshops and provide appropriate support and coordination during the events
  • Prepare routine and advanced correspondence including, minutes, letters, reports….etc
  • Maintain proper recording and filing of Operations related documentations and correspondences,
  • Design a system that efficiently tracks implementations of various operational action plans and decisions on requests coming from internal and external stakeholders.
  • Perform clerical tasks such raising purchase requests, availing supplies and facilitating financial liquidation and reimbursement of advances
  • Maintain confidential and sensitive information.
  • Perform other administrative duties as instructed by line manager or OMT

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

  • Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
  • Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
  • Ensure that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Technical expertise, skills and knowledge

Qualifications/ experience essential:

  • BA in Operations Management, Business Administration, Secretarial Science & Office Management, Accounting, or related field.
  • Minimum 3 years of related work experience ·
  • Extensive experience in an operations management position, or in a related area, including INGOs experiences.

Skills

  • Has excellent attention to detail, and executes responsibilities with a sense of urgency and follow-through
  • Ability to multitask, assess priorities and maintain composure and diplomacy at all times
  • Flexible and result oriented
  • Proven ability to work well with all levels of internal management and staff, outside clients and vendors
  • Must demonstrate confidentiality and flexibility in accepting new and changing responsibilities
  • Effective time-management skills with superior attention to detail and great organizational skills
  • Ability to speak to a wider audience and has a strong communications skill
  • Sensitive to cross-cutting issues like child protection and gender
  • Team-oriented, flexible and creative approach; keen to take initiative where appropriate.
  • Accountability & responsiveness within areas of responsibility.
  • Desire and aptitude to continually learn and improve

Languages required

  • Fluency in English language is essential
  • In addition to Amharic, knowledge of Local Languages is a desirable

Location: Country Office

Reports to: Leadership/ Executive Support Coordinator

Grade: C2

Closing Date: 16 October 2022

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. 

 

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