Country: Sudan
Closing date: 15 Dec 2015
Plan International’s work is built-on a Child Centered Community Development (CCCD) approach that aims at strengthening capacities of children, families and communities to become the main actors in their own development process. Plan’s work intends to reach as many children as possible particularly those in difficult circumstances, through integrated and comprehensive programs and projects.
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. 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:
The closing date for the applications is 15th December 2015. 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.
The complete application should be submitted to Plan International Sudan Office located at the Nile Tower, Block 10_ Building #20, Street 63- Alimtedad, East Khartoum, Sudan or via email to Co.Sudan@plan-international.org.
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 diversity, welcoming applications from all areas of the national community.