To remain relevant,effective and efficient,for the 2017-2030 period,the organization aligns its program with the Sustainable Development Goals (SDGs) in order to particularly strengthen its commitment to the development of children’s rights with particular emphasis on the equality for girls.To do this,it has set itself the goal of working for a just world by 2030 that advances children’s rights and equality for girls. 

Plan Internatioanl operates in Niger mainly in the regions of Dosso (Since 1998) and Tillabery (From 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 executive to fill the position: 

Title : (01) Executive Assistant 

Reports : Country Director 

Location :  Country Office 

ROLE PURPOSE 

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 p o st-holder coordinates management meetings and similar events and supports the Country Director on follow-up of actions.

Dimensions of the Role 

• 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 

• 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 ECLT meetings.

• Support to the CLT 
• Organize CLT 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;
• R eview 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 operations 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 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.

DEALING WITH PROBLEMS 

• Arrange and coordinate different management and program meetings . The Country Leadership Team and the Extended Country Leadership 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 ECLT 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 Country 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: 

Technical expertise, skills and knowledge 

• Knowledge of humanitarian and development issues and management practices of an INGO
• Good knowledge of the Niger and Sahel context
• Skills & Behaviours
• 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 work independently with minimum instructions and supervision;
• Commitment to continuous learning and improvement;
• Ability to easily adapt and cope with a multicultural environment;
• 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;
• Analytical and attention to details;
• Good team player and inter-personal skills;
• Safety and security conscious;
• Good presentation skills.
• 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 NGO would be an advantage

PHYSICAL ENVIRONMENT AND DEMANDS 

The post will be based in the Country Office of Plan International Niger and the work will be performed in a typical office environment but may require travel from time to time.

Level of contact with children & CHILDREN AND YOUTH SAFEGUARDING 

Mid contact: Occasional interaction with children and youth

Plan International’s Values in Practice 

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. 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.

Application file :

Candidates interested by this position can submit their application through the link: 

Candidates must send their application no later than August 31st,2024 at 00:00pm. 

No physical applications will be accepted. Only pre-selected Candidates will be contacted.