Location: Addis Ababa, Ethiopia
Company: Plan International Addis Ababa, Ethiopia
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 be responsible to provide secretarial, clerical and administrative support for the Program, Business Development & Communication and Influencing departments in order to ensure that services are provided in an effective and efficient manner.
Accountabilities and MAIN WORK ACTIVITIES
Key Areas of Accountability/Duties
The Leadership-Executive Support Officer will provide Administrative and communications support to the Program, Business Development; & Communication and Influencing function under the guidance of the Leadership/Executive Support Coordinator charged with providing timely and effective advice and guidance on all program, administrative and communication needs of the departments. The leadership-Executive Support Officer shall work closely with the respective departments’ Team to facilitate and support the program management and development.
Administrative Support: (40%)
- Providing administrative support to internal teams.
- Attending meetings/events and providing concise and timely readouts for the team and wider office
- Maintaining calendars and appointments for the Program Director, HoBD & HoIC.
- Properly handle all incoming and outgoing letters and memos; register date and time and route to the concerned team member.
- Handle visitors on straightforward matters; ensure priority for cases to be presented to the teams. Inform personnel to be contacted before sending visitors in.
- Provide general support to visitors and handle customer inquiries and complaints
- Arrange appointments, visits & meetings with other organizations.
- Keeping the departments’ diary up-to-date with staff information of leaves, field trips, training, workshops, meetings, special events, etc.
- Coordinating domestic and international travel, including flight, visa processing, ticket, hotel/accommodation, and car reservations.
- Implement all procurement processes in accordance of PIE procurement policies. Follow up and compile the procurement plan from each budget holder
- Follow regular store documents, and properly documented completed pads of any GRN and Issue vouchers.
- Prepare a weekly procurement status report and communicate to all requesters
- Ensure procurement of all necessary supplies of the departments; identify and implement systems that could enable the department to economically utilize stationary.
- Receive incoming correspondences from receptions & forward them to the concerned
- Follow up letters sent to different organizations, which need a response, and ensure that response is obtained on time.
- Send each governmental agreement and proposal to CHSA for future evidence.
- Secure and maintain original copies of all agreements signed with governments and partners, and other important documents in a safe box.
- Arrange vehicle, lunch (if necessary), guest room, etc. for visitors
- Ensure the function of office machines and equipment.
- Performs secretarial duties as necessary.
- Support for the PD & the Heads where necessary or appropriate
Communications Support (30%)
- Ensure smooth communication between the department and the PAs is done efficiently and in a cost-effective manner
- Assisting the Comms team with the management of the organization’s external image.
- Helping to implement internal and external communications strategies and projects
- Assists in establishing a networking system to share and disseminate information related to development and programs
- Organizing Influencing and Communications related campaigns/events.
- Tracking projects and media exposures including contents uploaded in workplaces.
- Updating media contact lists.
- Support in the production and distribution of internal communications
- Support departments with CO, Program and Emergency Area Offices in identifying their comms needs
Workshop/Seminar & Travel (10%)
- Coordinate with Supply Chain Unit in arranging and facilitating venues and logistics required for meetings, training, seminars, workshops, and conference and provide appropriate support during the above events and check room at the end of the events; returning all resource supplies for safekeeping- in preparation for the next meeting.
- Travel and arrange every training, and meeting in the region with each department staff, as required.
- Facilitate payments for partners, stakeholders, and government officials during training and meetings etc.
Filing & Documentation (10%)
- Maintain proper filing and recording system for all Department documents to enable easy tracking of incoming letters, memos, and follow-up timely response /decisions made by the respective departments/units.
Compiling Reports (10%)
- Organize, complete, and prepare information requested by government offices NGOs, and other organizations.
- Compile and send annual operation plans and quarterly performance reports submitted by PAs to concerned government offices and other organizations on time
- Support liquidation of accounts on vehicle rental, payment for consultants, partners’ hotel payments etc.
- Participate in tendering committee, as required
- Compile quarter procurement plan.
- Assist PAs in facilitating payments in the absence of PA Casher, as deemed necessary.
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 Business Administration, Secretarial Science & Office management, Accounting, Management Communications/Journalism, or related field.
- Minimum of 3 years of related work experience ·
- Work experience in a related area, including INGOs experiences.
- Very good human relation skills, ability to explain.
- Very good planning & organizing skills, very good orientation to detail.
- High commitment to maintain an up-to-date and efficient HR information and record keeping system.
- Adherence to the requirements set by the HR Manual and donor guidelines.
- High commitment to confidentiality.
- Good knowledge /understanding of managing internal office operations and interrelationships among other programs/project staff.
- Excellent knowledge of handling business correspondence, report compiling, and records management
- Good team player, flexible and capable of working with an international country team.
- Good computer skills, including familiarity with Microsoft Word, Excel, MSTeams and etc.
- Ability to speak to 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 responsibilities.
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.