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Executive Support Assistant Job in Kenya

Plan International Kenya

Executive Support Assistant
Role Purpose
Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.
We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.
The post holder reports to the Country Director (CD). The position does not supervise anyone. However, it has close working relations with Operations Director, Program Director and all the CD’s supervisees on certain tasks e.g. following up on reporting and the Administration Department.
·         To provide administrative and programmatic support to the CD and in his/her absence to the Nominee.
·         Ensures that a comprehensive diary is maintained and communicated well in advance with logistical arrangements.
·         Provide logistical and programmatic support to Director of Operations and Program Director and anyone else at the discretion of the CD.
·         Act as the initial contact point for the Country Director’s Office. On a daily basis, respond promptly to questions from Senior Leadership Managers who need to contact and get responses from the CD.
·         To co-ordinate, monitor and make travel and logistical arrangements for the CD and other senior directors.
·         Prepares documentation to support the office of the CD and its functions and to meet deadlines in processing CD correspondence. Monitors incoming mail and forwards to respective departments/units.
·         Co-ordinate the preparation of briefing information for the CD relating to travel/conferences, working closely with departmental colleagues as appropriate.
·         Provide back-up support to ensure the effective and timely response to requests from Donors, other NGOs, press and media, staff and partners of Plan.
·         Direct requests for information or assistance from outside bodies to staff as appropriate. Ensure action is taken and that good public relations are maintained.
·         To provide logistical and administrative support for the organization of seminars, meetings, workshops, conferences, and training sessions organised through the CD’s office.
·         To manage all office expenses to support the CD’s office, and raise the necessary request for purchase requisitions.
·         To implement and maintain robust office systems including filing and record keeping for the CD’s office.
·         Preparation of invitation/visa letters where applicable for visitors to enable them acquire visas either prior or upon arrival at the airport.
·         Support to CD’s office during the compilation of the quarterly report.
·         Preparing the Delegation of Authority letters as and when necessary.
·         Coordinating documentation to CD’s office requiring signature.
·         Maintaining/updating CD’s diary to ensure appointments and meetings are well organized and coordinated.
·         Identify appropriate opportunities to ensure the CD’s visibility and accessibility is maintained, working with relevant departments where necessary, and providing corporate inter- office support
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.
·         Any other duty as may be assigned.
Technical expertise, skills and knowledge
Education and Professional Qualifications:
·         A first degree in business administration or social sciences
·         Minimum three (3) years’ experience in a similar role
·         Proven experience in providing high quality administrative and personal assistant services to senior level staff

·         Possess proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint and Access)
·         Excellent written and verbal communication skills.
·         Proven interpersonal and customer service skills with people at a range of levels from a variety of social and cultural backgrounds.
·         Assertive and pro-active, with the ability to work on own initiative with little or no supervision.
·         Good analytical skills with the ability to identify key points from complex material or information.
·         Self-motivated, flexible and able to make judgement as to when to take the initiative on the CD’s behalf.
·         Excellent time management skills. The post-holder will need to manage their own time well, and the time of the CD.
·         Demonstrated personal integrity and ability to deal with sensitive and/or sensitive issues with tact, and diplomacy while maintain complete discretion and confidentiality.
·         Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services.
·         Experience in providing comprehensive support to staff committees and meetings.
·         Experience with an INGO in a similar role.
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 organisation 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 maximise 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
·         Moderate travel to project specific field offices. (5%)
Level of contact with children
·         Low contact: No contact or very low frequency of interaction.
How to Apply
CLICK HERE to apply online.

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