Executive Assistant at Plan International

Accountabilities AND MAIN WORK ACTIVITIES

Executive Support to CD & CMT (40%)

• Provide both administrative and programmatic support to the CD, the Director of Programs, and the Country Management team, ensuring effective decision-making, governance, and programme implementation. In the Country Director’s Absence, support the nominee in coordinating the leadership duties.
• Manage the CD’s Calendar, prioritizing tasks to ensure that high-impact programmatic and governance activities, donors, strategic internal and external engagements, and meetings are well organized and coordinated.
• Co-ordinate, prepare minutes and compile background materials for CD, CMT, and/or Board members for external meetings with officials from Government, UN agencies, Embassies etc.
• Support the Country Director in compiling minutes and follow up on actions from meetings with external stakeholders e.g., donors, partner organizations, government agencies, etc
• Record and disseminate minutes of CMT and senior management meetings as appropriate.
• Liaise with key stakeholders, i.e. PIK CMT, Plan Kenya staff, RH, GH, NOs and external contacts, to ensure effective communication of information and follow-up for timely action on behalf of the CD as directed.
• Capture and monitor key action points from management and board meetings and ensure timely follow-up with the relevant stakeholders accountable for implementing management decisions.
• Manage CD’s office expenses by raising purchase requisitions/payments and expense travel reports as necessary.
• Manage the calendars for the Country Director and the Country Management Team, ensuring all meetings and appointments are organized and prioritized and agendas and relevant documents shared in a timely manner.

Board and Governance Support (10%)

• Coordinate timely submission of governance documents to both internal and external regulatory bodies, including the NGO board and Plan International’s Global Governance team ensuring compliance
• Monitor the progress of board decisions, providing timely follow-up on all pending actions, and ensuring that the Country Director and leadership team remain aligned with board expectations.
• Provide high-quality support to meetings, including drafting clear and well-structured minutes and action logs, maintaining an awareness of scheduling future plans and timetables and ensuring these are coordinated across the board.
• Assist the CD and the Board in knowledge management and proper record-keeping for the board by maintaining high-quality, accurate governance and other decision-making board records in line with applicable legal requirements, and good governance and decision-making practice
• Ensure coordination and quality control in the finalisation and distribution of agendas and board papers and ensuring that they are clear and shared in a timely manner
• Ensure timely dissemination of board minutes and follow up on action points, while supporting compliance with global governance and regulatory guidelines.
• Work with legal counsel to draft and finalize all necessary communications with the NGO board, ensuring timely and compliant reporting.
• In liaison with the Chair, and the Country Director, support the onboarding and induction programmes for new board members.
• Proactively work with the Country Director, Board Chair and the Board to ensure good governance practices are maintained as per the Board Constitution and PII Global Governance Standards

Liaison, Communication, Visibility and Public Relations (20%)

• Manage official communication and documentation to and from the CD’s office while ensuring confidentiality. This includes forwarding mails to respective departments/units.
• Collaborate closely with the Communications team to ensure effective dissemination of key corporate communications from the CD's office, internally and externally, in line with the brand of the CDs’ office.
• Liaise and act as the initial contact point for the Country Director’s Office, by promptly responding to inquiries/ request for information from the issues from Senior Leadership, Managers and members of the Country Management Team.
• Support the Communications team in the planning and coordination of all external and internal events led by the Country Director’s Office, e.g., the International Day of the Girl, NGO week etc
• Support in protocol matters and organization of meetings with officials from the Government, NGOs, UN, embassies etc. for the Country Director and the Management Team.
• Provide strategic support to ensure effective and timely responses to requests from Donors, other NGOs, press and media, PIK and PII staff, and partners as directed by the CD.
• Coordinate any documents, including legal documents for CD’s approval, and disseminate the signed documents to the relevant internal and external stakeholders.
• Identify and facilitate opportunities to enhance the visibility of the CD in key programmatic and strategic forums, ensuring coordination with relevant departments for maximum impact.
• Direct requests for information or assistance from external bodies to staff as appropriate and ensuring actions are taken and that good public relations are maintained.
• Coordinate communications and correspondence from the CMT or Country Director to all staff regarding CMT decisions.

Coordination and Meeting Management (20%)

• Leads in CMT calendar coordination and updates to the whole team, ensuring that other functions are booking meetings in good time and that the CMT calendar is available to the leadership team.
• Working with relevant meeting chairs and managing the coordination of meeting agenda to ensure good use of time by ensuring a confirmed agenda, shared pre-reads and availability of agenda leads.
• Provide logistical and administrative support for the organization meetings, workshops, conferences, and training sessions organised through the CD’s office.
• Update CD’s scheduled meetings on a monthly basis and disseminate to CMT/eCMT/ staff, prepare agenda items, sharing of minutes and actions.

High Level Travel and Logistics Coordination (10%)

• Coordinate, monitor and make travel and logistical arrangements for the CD and other senior directors. Arrange amenities as needed, including ticket, visa, travel insurance, boarding passes
• Provide timely and effective programmatic, strategic and administrative support for all high-level visits coordinated through the Country Director’s office, including National Office Directors- and their teams, donors, and other stakeholders.
• Coordinate the preparation of briefing information for the CD relating to travel/conferences, working closely with departmental colleagues as appropriate.
• Preparation of invitation/visa letters and supporting documentation, where applicable, for visitors to enable them to acquire visas either prior to or upon arrival at the airport.
• Provide full logistics support as point of contact for high-level external visits from National Offices leadership and Donors, including flight bookings, preparation of Travel Request Forms (TRFs), accommodation bookings, and local travel arrangements.
• Organize pre-visit briefings for all relevant high-level stakeholders, including the Country Director, CMT, and visiting teams, to ensure alignment on visit objectives and expectations.
• Collaborate with high-level leadership teams to develop comprehensive itineraries and agendas for external visits, ensuring that all relevant meetings are booked on the CDs and CMT calendars in a timely manner

Information and Data Management (5%)

• Maintain an efficient and easily accessible filing system for the CD’s office, facilitating the rapid retrieval of information relevant to board governance, strategic programmatic priorities, and compliance.

Safeguarding (5%)

• Ensure that Plan International’s global policy for Safeguarding and PII policy for Preventing Sexual Harassment Exploitation and Abuse; and Gender Equality and Inclusion 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.

Other Duties (5%)

Perform any other duties as assigned by the Country Director or senior leadership team to support the overall strategic objectives of Plan Kenya.