Executive Assistant at Plan International

Dimensions of Role:

Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

• The post holder will not have any direct report, but s/he will have occasional intern to manage.
• The post holder will not manage a specific budget assigned to him/her, but will indirectly manage the budget in relation to the tasks assigned to her/him.
• The post holder will project the professional image of Plan to the external partners.
• The post holder will likely be called upon for different committees at CO level.

Typical Responsibilities – Key End Results of Position:

“What” is done and “why”, but not “how”; include indicators for success

• To organize the Country Office Management Team meetings (Preparation of the schedule, agenda, minutes, and the follow up of action points from meetings)
• To manage a proper filing system for incoming and outgoing mails and other documents for the Country Director’s Office.
• To manage the work appointments of the core management members – especially CD which reflect the priority of the organization.
• To manage the overall monthly schedule of Plan International Ghana that will inform the maximization of the logistics.
• To support the management of international visits and national-level events held at CO level.
• To serve as the first physical contact for visitors to the CD’s Office.
• To support the management team with the management of protocol in a professional manner and ensure open communication with different key stakeholders.
• To support the mechanism of administration (procurement, inventory and contract management) in relation to the executive secretariat service.

Dealing with Problems:

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them

• The post holder will not manage specific budget and will not approve any budget.  S/he will, however, make decisions on his/her own on the following issues;
  • Managing travel and other schedule of the CMT members and deal with the competing priorities.
  • Handling of confidential information
  • Answering  telephone calls and handling difficult calls.
  • Attending the requests from visitors

Communications and Working Relationships:

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

• High contact with visitors at CO level and partners
• Medium contact with external staff (IH, WACA) working with plan International Ghana staff
• Medium contact with partners to help the management preparing correspondence, report and presentation

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

Gained through education, training, & experience

• First Degree in Management Studies, Administration or any related field and at least 3 years of experience in a similar role.
• Knowledge of administrative and clerical procedures and systems
• Computers skills (Word, Excel, Power point)
• Fair level of spoken and written English skills
• Excellent writing and editing skills