Offre d’emploi à ONG Plan International Cameroon : Executive Assistant

  • Region: Centre
  • Ville: Yaoundé
  • Nom entreprise ou personne: Plan International Cameroon
  • Type de contrat: CDD

Description

Offre d’emploi à ONG Plan International Cameroon : Executive Assistant

Date:  07-Jan-2019

Location:   Yaounde, CE, CM

Company:  Plan International

Plan International is an independent non-profit development and humanitarian organization 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 is 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 75 years, and are now active in more than 70 countries.

Plan International Cameroon is seeking to recruit interested candidates to fulfill the position of  Executive Assistant based in the Country Office, Yaounde  that will deliver the tasks outlined below:

Please to note that this is a local contract .

 

Dimensions of Role:

 

The Executive Assistant EA can organize her work as she feels convenient and execute her duties while ensuring effective accountability to the supervisor. She manages all situations in compliances with procedures/rules in force but requests advise from the supervisor for all situations where clear solutions are not set.

The EA does not manage directly a team but she is expected to build and maintain strong working relationships with staff in other departments and Plan offices.

The EA holds not autonomy for expenses

 

Typical Responsibilities – Key End Results of Position:

 

ØGeneral administrative support

·Centralize “IN” correspondences for CD’s review;

·Follow-up CD’s comments and annotations on correspondences and remind colleagues of due actions as relevant;

·Prepare and/or edit correspondences and other documents as relevant;

·Ensure a unique referencing system to all “OUT” correspondences;

  • Manage the official email address of Plan Int. Cameroon and refer mails to recipients accordingly.

 

ØManagement of CD’s office

 

·Handle phone calls meant for CD and manage correspondences to and from CD’s office;

·Draft CD’s monthly schedule and update his weekly agenda;

·Maintain the CD’s appointment schedule and ensure due follow-up;

·Manage and maintain the CD’s travel planning and ensure logistic support as appropriate.

 

ØExecutive Team Administration

  • Prepare and monitor budgets for CD’s running costs in office & house;
  • Ensure that services requested in CD’s office/house are provided;
  • Follow-up on deliverable from CMT members or other colleagues as may be requested by the Country Director;
  • Plan and update annual schedule for CMT meetings;
  • Coordinate and attend management team meetings and events, namely CMT and E-CMT meeting Take notes, prepare minutes and update decision follow-up table, ensuring that relevant team members produce regular updates;
  • Collect, compile and share staff travel data with the Insurance department in IH and inclusion in CMR quarterly reports;
  • Compile and share with the RO, information on visits of NO/IH/Sponsors/Media Crew in the country and travel of staff out of the region;

 

ØManagement of international visits/meetings/events coordination and follow-up

  • Plan and coordinate all in country visits of guests, ensuring appropriate logistic and notification to officials/administrative for appointments as convenient;
  • Manage and coordinate regional or international meetings/events to be held in Cameroon, in collaboration with the CO administration and the meeting or event’s focal point;
  • Support internal communication, learning process and good practices sharing;
  • Compile and share planning of events on a monthly basis

 

Dealing with Problems:

  • Arrange and coordinate different management and program meetings.  The core management team and the extended management team deal with a broad range of issues. Ensuring that management decisions/recommendations are accurately captured require familiarity and interest in the variety of issues of management concern, besides the ability to review and consolidate large amount of information into succinct briefing papers and notes, to identify problems and recommend solutions to management;

 

  • Manage conflicting priorities . The Executive Assistant will be a shared resource for the executive team (core CMT) and the management teams (E-CMT) and should be able to manage the demands of these teams. He/she should be willing to be stretched beyond his or her comfort zone to assume new responsibilities;

 

  • Create and maintain complex relationships . One of the challenges of the Executive Assistant will be his/her ability to earn and deserve trust of senior managers/teams and build strong professional relationships with technical advisors and the country program team as a whole.

 

Communications and Working Relationships:

Team/Position Purpose

Level of contact

CD To Follow-up on deliverable from CMT members or other colleagues as may request the Country Director

 

To Maintain the CD’s appointment schedule and ensure due follow-up

 

To Handle phones calls meant to CD and manage correspondences as  appropriate

 

To manage correspondence to/from CD’s office

High

Core CMT To arrange and coordinate Core CMT meetings and to ensure timely distribution of minutes, notes and follow up to actions lists

 

High

PUMs and Project Manager/coordinators (Large Grants only) Review and submit correspondences to CD’s signing

 

To monitor a good tracking of documents or contracts to/from PUMs/PM and project implementation partners

 

To follow up on communication between Plan Cameroon PUMs, PM and the Large grant Implementation partners

 

To follow up on deliverables requested from PUMs and Project Mangers by the CD

 

To coordinate CD’s meetings and visits in support to Pus and Projects.

Receptionist in  CO To ensure posting of correspondences in M-Files for CD’s review or escalate information for CD’s attention by other available means

 

To mobilize and ensure support during meetings of executive and management teams in CO (including food services, etc.)

 

To manage and route phone call to CD’s office

High

Regional and International Visitors To coordinate logistics and administrative support to visits

High

Regional and International Events To coordinate logistics and administrative support to regional meetings/ events

 

High

Technical Advisors To review and finalize various correspondences or documents for CD’s signing or to partners

 

To arrange CD’s meeting requesting their participation

 

To synchronise managements meetings and executive team calendar with the meeting portfolio and calendar of the program team and make sure there is no conflicts

High

CO Administration (Logistic/Contracts/ Finance /Procurements)

To monitor services requested in support to various meetings arrangements

 

To ensure all due services are provided in CD’s office/house

Medium

Extended CMT

To arrange and coordinate Extended Management Team meetings, and to ensure timely distribution of minutes, notes and follow up to actions lists

Low

 

 

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

 

  • Knowledge  of development issues and management practices of an NGO
  • Skills & Behaviours
  • Excellent written and communication skills in English and French;
  • High degree of organization and excellent problem solving skills;
  • High level of confidentiality and excellent customer relation;
  • Ability to multi-task, to prioritise and to deliver to tight deadlines;
  • Ability to take and transcribe minutes/memos with speed and accuracy;
  • Ability to work independently with minimum instructions and supervision;
  • Commitment to continuous learning and improvement
  • Ability to easily adapt and cope with a multicultural environment
  • Ability to monitor delivery from core manager and draw attention on variances

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

  • Promotes a culture of openness and transparency, including with sponsors and donors.
  • Holds self and others accountable to achieve the highest standards of integrity.
  •  Consistent and fair in the treatment of people.
  •  Open about mistakes and keen to learn from them.
  •  Accountable for ensuring we are a safe organization for all children, girls & young people

 

We strive for lasting impact

  • Articulates a clear purpose for staff and sets high expectations.
  • Creates a climate of continuous improvement, open to challenge and new ideas.
  • Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
  • Evidence-based and evaluates effectiveness.

 

We work well together

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  •  Builds constructive relationships across Plan International to support our shared goals.
  •  Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  •  Engages and works well with others outside the organization to build a better world for girls and all children.

 

We are inclusive and empowering

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  • Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children.

PHYSICAL ENVIRONMENT

The working environment is a typical office environment however there is much travelling (80%) to be done like travelling to the program units and this is more demanding when travelling to the northern regions of the country by train/bus. The north regions have extreme hot and humid climate. This is compounded by insecurity resulting from Boko Haram insurgency splitting over from neighboring Nigeria.

 

Physical Environment and Demands:

The post will be based in the Country office of Plan in Yaoundé and the work will be performed in typical office environment but may require travels to support the teams’ meetings

 

Level of Contact with Children:

Low contact :      No contact or very low frequency of interaction

 

 

NEXT STEP :

To apply for this job, kindly click on « Apply ». Your application should include:

  • A cover letter
  • A comprehensive CV including details of two referees, one of whom should be your current of most recent supervisor

 

Location: Yaounde – Cameroon

Closing date: January 20th, 2019

Plan International Cameroon operates in an equal opportunity environment and actively encourages diversity.  Only applications received in French or English will be treated and only shortlisted candidates will be contacted.

 

Plan international has a child protection and gender equality policies that are integral part of the recruitment process.

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