Plan International recrute une assistante de direction, Niamey, Niger

Plan International recrute une assistante de direction, Niamey, Niger

 

Plan International is a child-centred community development organization with no religious, political or governmental affiliation.

Founded in 1937, Plan International works for the protection of children and the advancement of their rights. To remain relevant, effective and efficient, for the period 2017-2030, the organization aligns its program with the Sustainable Development Goals (SDGs) to particularly strengthen its commitment to the development of children’s rights with a particular focus on girls’ equality. To this end, it sets itself the goal of working for a just world by 2030 that advances children’s rights and equality for girls.

To this end, for the period 2017-2022, Plan International aims to act so that 100 million girls can learn, lead, decide and thrive.

Plan International operates in Niger mainly in the regions of Dosso (since 1998) and Tillabéry (since 2004). It has also been present in Diffa since 2015 as part of the response to humanitarian emergencies.

As part of its activities, Plan International Niger is looking for qualified executives to fill the following position:

• Position : (01) Executive Assistant (Assistante de Direction)
• Lieu :  Niamey
• Répondant :  Country Director
• Type de Contrat : Twelve (12) month fixed-term contract with the possibility of renewal depending on performance and budget availability.

 

Dimension of the role :

The Executive Assistant (EA) coordinates communications flow to and from the Country Leadership Team (CLT) and provides a wide range of administrative and executive support to the management team. The post holder facilitates the work of the Country Management Team comprised of the Country Director (CD) and CLT members, supports the smooth running of the CLT’s work and stands as administrative interface between the Country Director and the other departments. Although s/he does not attend these, the post-holder coordinates management meetings and similar events and supports the Country Director on follow-up of actions.

The key role of the Executive Assistant (EA) is to effectively coordinate management meetings and ensure timely, coherent and consistent distribution of information, including making sound recommendations and suggestions, to the Country Director and the management team in order to inform decision making process.

• The EA has a dotted line (matrix management) with the Secretary/Receptionist.
• The EA builds and maintain strong working relationships with staff in all departments and Plan offices, with partners and with the general public.
• The EA upholds Plan’s values and principles and behaves in a way to reflect Plan’s image in the office and in the country.

 

ACCOUNTABILITIES :

The executive Assistant is in charge activities. As such, he/she is expected to :

General administrative support :

• Follow-up CD’s comments and annotations on correspondences and remind colleagues of due actions as relevant ;
• Prepare and/or edit correspondences, communications, presentations, and other documents as relevant ;
• Ensure a unique referencing system to all “OUT” correspondences ;
• Manage the official email address of Plan International Niger and refer mails to recipients accordingly ;
• Ensure electronic filing of all incoming/outgoing correspondence to the Country Director ;
• Ensure proper filing of highly sensitive documents of the Country Director (e.g. legal advice, Management Letters, Memos to File, complaints, Incident Reports).

Management of CD’s office :

• Create and manage the CD’s filing and document control system ;
• 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 ;
• Finalize official documents in accordance with the standard format used by Plan ;
• Deal appropriately with incoming mail/documents by forwarding them to the appropriate staff members as requested by the Country Director ;
• Ensure that outgoing mail, contracts and conventions are in accordance with the templates / standard format and make sure they are sent out in due time ;
• Review documents submitted to CD for approval to ensure they are complete, correct and of good quality ;
• Prepare and monitor budgets for CD’s running costs in office & house ;
• Ensure that services requested in CD’s office/house are provided in time ;
• Follow-up on deliverable from CLT members or other colleagues as may request the Country Director ;
• Plan and update annual schedule for CLT meetings ;
• Organize management team meetings and events, namely CLT and SMT meetings.

Support to the Extended CLT :

• Organize CLT and SMT meetings ;
• Consolidate and issue the monthly event planning document ;
• Organize management and international meetings / travels / missions with timely and reliable confirmation to colleagues/visitors ;
• Provide quality support to the CLT Members especially the Country Director ;
• Consolidate sections from CLT members and consolidate Quarterly Report and Annual Report and submit for CLT review and CD sign off ;
• Review and consolidate large amount of information into succinct briefing papers and notes ;
• Compile and share information on visits of staff from other CO, the RH, GH, NO, VIP, donors, Sponsors, Media Crew to Niger and international travel of Niger staff ;
• Compile and share planning of events on a monthly basis ;
• Support Interim CDs for the smooth-running of operatios in the CD’s absence ;
• Coordinate the updating of the Travel Advisory Document to be shared with visitors ;
• Consolidate and monitor the timely implementation of decisions and actions resulting from meetings Management meetings, Strategic Reflections meetings and Leadership visits ;
• Facilitate smooth communication and information sharing between Country Management, other colleagues in the Country and Field Offices and the general public ;
• Support the Country Director to ensure healthy and productive inter-departmental and inter-office cooperation ;
• Ensure Field staff and partners enjoy quality and timely support from the Country Office.

Sauvegarde des enfants et des jeunes, égalité des genre et inclusion :

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

DEALING WITH PROBLEMS :

• Arrange and coordinate different management and program meetings. The Country Leadership Team and the Senior 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 CLT and the SMT 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 ;
• Immediately inform the Country Director of any problems for which the job holder cannot find a solution.

 

COMMUNICATION AND WORKING RELATIONSHIPS :

Team/Position	Purpose
CD	To Follow-up on deliverable from CLT 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 To receive, review and advice on documents submitted to CD for approval and follow-up on CD’s instructions to concerned staff (e.g. requests from public, contracts, travel requests, payment requests, etc…) To monitor and updated the budget of the CD’s office and house
CLT and SMT	To arrange and coordinate meetings and to ensure timely distribution of minutes, notes and follow up to actions lists
Other Plan Niger staff and direct working relations (e.g. Partners, Youth groups, Government Officials, and local leaders)	To review and finalize various correspondences or documents for CD’s signing or to partners To arrange CD’s meeting requesting their participation and to follow-up with decision as shared To Follow-up on deliverable requested from other staff, partners and the public To coordinate travel and logistics arrangements for CD 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
Other Plan Staff in the Regions, Global Hub and NOs	Arrange CD Meetings and calls with other CDs, WACA, NOs and GH Follow-up and remind CLT in time on agreed actions Keep the CD informed on development in these actions/areas
Other non-Plan persons and entities (Government, Partners, UN Agencies, other INGOs and NGOs, Private Sector etc…)	Follow-up and remind CD in time on agreed actions Keep the CD informed on development in these actions/areas Maintain good relations between Plan and these persons and entities Keep and maintain a high contact with visitors and certain services providers, hotel, travels agencies, etc….

KNOWLEDGE, SKILLS AND BEHAVIOURS REQUIRED TO ACHIEVE THE OBJECTIVES OF THE ROLE :

The incumbent of the position of Executive Assistant of Plan International Niger must have the following qualifications :

• A Bachelors degree in Law, Accounting, Business Administration, or equivalent ;
• Excellent written and oral communication skills in English and French ;
• Mastery of Excel, Word and Power Point and ICT skill ;
• High level of confidentiality and excellent customer relation ;
• Experience working with an international bank or would be an advantage ;
• Knowledge of humanitarian and development issues and management practices of an INGO ;
• Good knowledge of the Niger and Sahel context ;
• High degree of organization and excellent problem-solving skills ;
• 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 monitor delivery from core manager and draw attention on variances ;
• Timeliness and proactive in the discharge of duties ;
• Good planning organizational abilities ;
• Communicates in a manner that inspires confidence and professionalism ;
• Good listening and negotiation abilities ;
• Open to feedback and willingness to adapt to new approaches and processes ;
• Ability to inter-face with all levels of management ;
• Be honest and honest ;
• Be of Nigerien nationality.

 

Plan International’s Values in Practice :

• We are open and accountable ;
• We strive for lasting impact ;
• We work well together ;
• We are inclusive and empowering.

 

APPLICATION FILE :

Candidates interested in this position can submit their application through the link, Apply here

Applicants must send their application no later than wednesday, september 21, 2022 at 5:30 p.m.

No physical applications will be accepted

Only shortlisted Candidates will be contacted.

Female applications are strongly encouraged.

Plan International has adopted a Child Protection Policy which is an integral part of its recruitment procedures.

Plan International promotes equal employment opportunities and is a smoke-free environment.

Plan International Niger embodying values does not accept any case of fraud (zero tolerance).