Country: Sudan
Closing date: 29 Feb 2016
About Plan International Sudan:
Plan is an International Child Centered community development Organization with no religious, political or Plan International is an independent child rights and humanitarian organization committed to children living a life free of poverty, violence and injustice.
Every child has a right to live a healthy, educated and protected life, and to be valued and respected by their family and communities. We make this happen by actively uniting children, their communities and other committed people to make positive lasting changes in children’s and young people’s lives. We have been working for over 75 years to understand and tackle child poverty, violence and injustice and are now active in more than 70 countries. Together we are breaking the barriers that stand in the way of children and young people reaching their full potential.
About the Position:
The Executive Assistant reports to The Country Director of Plan International Sudan and works closely with the Country Office senior management team. There are no direct reports to this position, but occasionally the incumbent is responsible for temporary staff hired to support various meetings and workshops and supervises some staff in the Administration Department when the Administration manager is away. The purpose of this position is to provide administrative duties to the Country Directors office (i.e. Country Director “CD”, Program Manager “PM” and Operations Manager “OM”) and support the functioning of Country Management Team (CMT) to ensure high performance and achievement of organizational goals.
A bilingual incumbent is required to facilitates the country senior management meetings (i.e. the CMT & eCMT) and co-ordinates follow up of actions from proceedings of such meetings with the Country Directors and various departmental heads at the country Office as well as PU’s; ensuring effective communication of various stakeholders (i.e. International Headquarters, National Offices and Country Offices) with the director’s office to enhance organizational effectiveness.
Some of the major responsibilities are to
Manage the heavy calendar and prioritize multiple tasks for the effective functioning of the director’s office.
Ensure effective communication and documentation to and from the director’s office.
Provide efficient logistical support to the director’s office in terms of meetings, conferences, travels and visitors. And Arrange travel through the travel agent – ticket, visa, travel insurance, boarding passes.
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.
Draft correspondence for own/CDs signature to CDs and country office staff
Manage all critical communications by responding and taking necessary action
Arrange essential mail in priority action order for CD/PM/OM attention
Receive/respond to emails internal/external
Follow up on deadlines for submission of quarterly reports with respective managers and sending feedback on behalf of the CD
Act as initial point of contact for CD/PM/OM
On daily basis responds promptly to questions and follow-up on action as appropriate.
Handle all inquiries within CD capacity from International headquarter, National Offices and all country staff to coordinate a variety of complex executive meetings
Record meetings/action points and disseminate minutes and Secure meeting facilities
Provide support in protocol matters and organization of meetings with officials from NGOs, GoS/HAC, Embassies, UN, INGO Forum, etc.
Coordinate travel advance as requested
Develop and maintain well organized filing system that permits easy reference and rapid retrieval of information
Take initiative in manager’s absence
The position involves a high degree of complexity in resolving a wide range of challenges which typically occur on a daily basis.
Qualification and Experience:
Education, Experience, Qualifications
minimum of a Bachelor’s Degree in Business Administration or Public Administration
At least 3 years’ experience in an executive level support experience ideally in an international setting
Demonstrated experience in office administration/management/secretarial support
Knowledge or experience of using relational databases
Skills/ Abilities
Bi-lingual, need to be able to translate and communicate fluently in Arabic and English (written and oral)
Outstanding interpersonal skills
Advanced knowledge and good experience of using Microsoft Office applications particularly Word, Powerpoint and Outlook
Comfortable with taking timely decisions in situations where information may be incomplete, based on consultation and sound judgment.
Ability to work and interact with people of diverse backgrounds
Ability to multi-task and prioritize competing demands.
Excellent Office Management Skills
Capability to communicate ideas and verbal Information in a way that is coherent with the type of audience
Problem solving skills, resourceful and efficient a high level of professionalism and confidentiality
Strong decision making ability and attention to detail
A self-starter, able to take the initiative and work with minimal supervision
Personal Qualities, Competencies, and Values
Responsible and energetic, Person with high integrity and honesty
A personal commitment to children’s development and protection.
Ability to perform under pressure.
A motivated, committed, supportive team player. Ability to work in a sensitive manner with people from all cultural backgrounds. Commitment to excellence, adaptability, innovation, building relationships, communicating effectively, coaching and mentoring, initiating action, strategic decision making, planning and organizing, leading through vision and mission
A good understanding of and commitment to gender and diversity considerations
Sudanese nationality
Salary and Benefits: Plan offers a very competitive salary and benefits package to its employees. The starting salary for this post is 5,000 SDG (Five Thousands SDG) per month. In addition to the salary, Plan offers a generous package of benefit and different allowances including health insurance. Plan also pays additional three months basic salary every year to staff during key festivals "Eid Alfeter, and Eid Adha” and in the month when school starts in Sudan. Plan also provides a number of capacity development opportunities to its employees including Talent Management Program.
How to apply:
How to Apply:
The closing date for the applications is February 29th, 2016**. Please use the title:** Executive Assistant** in your application. Please attach your relevant CV, a letter explaining how your skills and experiences meet the requirements of the job, your contact details including phone and emails and contact details (including name, address, email address and phone number) of two referees who know you professionally. Please note that one of the referees must be your current/most recent line manager. The complete application should be submitted to HAC - Labor Office Khartoum - Sudan.
Only short listed candidates will be contacted.
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 implement its equal opportunities policy and actively encourages qualified female candidates to apply.