Careers 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.

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As the Regional P&C Business Partner 70%:

• acts as a coach and an above country resource to strengthen P&C capacity and capability to deliver their strategic and operational plans; building and strengthening of skills and expertise for assigned countries in the region.
• in collaboration with MEESA P&C Director supports nurturing of an agile organisational culture, sustainability, and effectiveness through our people. They provide specific ER case management support as needed for assigned countries in the region.
• in collaboration with MEESA P&C Director, responds to develop needed P&C solutions as per CO needs to improve the uptake of business systems and processes for improved operational excellence.
• supports OD and change management processes for their assigned countries in MEESA as needed to enable countries have fit for purpose structure and staffing to deliver their strategies
• supports the evolution of a strong talent management culture.

As the Country Office P&C Manager Somaliland/Somalia 30%: 

• Understand and Interpret the Country Office (CO) strategy and Plan International Inc (PII) P&C’s Strategic Plan and priorities to develop and implement CO P&C strategic and operational plans to enhance the Country Office’s performance through our people.
• Partner with the Country Management Team (CMT) to nurture an agile organisational culture in the CO, underpinned by our values and feminist principles.
• Lead and manage the P&C function in the Country Office (CO) focusing on responsive and efficient operations and targeted excellence.
• Build CO P&C capacity and capability to deliver CO strategic and operational plans, through competency assessments, learning and development, performance and talent management, workforce planning, etc.

Dimension of the Role

The role will focus support to Country programmes within the Region including Jordan, Somalia, South Sudan, Sudan, Malawi, Mozambique, Zambia and Zimbabwe. Country assignment may change from time to time in line with Regional Hub Management strategies.

The role operates in scope of, and aligned to,

• Regional Hub Value proposition and Accountability Framework
• Regional priorities
• Country Office Strategy
• P&C Strategic Plan and P&C Global Frameworks
• Labour Law, PII policies and procedures and industry best practices
• High CO Complexity related context for Somaliland and other assigned COs.
• Membership in relevant networks in the country with other INGO's and/or private sector
• Working as a member of the regional P&C team and the regional P&C network
• A member of the Country Management Team in Somaliland
• Line management and budget management of the P&C department (Somaliland/Somalia)
• Management of sensitive and confidential information
• Membership in relevant networks: PII Regional and other professional networks

Accountabilities

Regional P&C Business Partner, capacity and capability 

• Be a coach and an above country resource to strengthen P&C capacity and capability to deliver their strategic and operational plans; building and strengthening of skills and expertise for assigned COs
• Work with Global ER resource for MEESA to deliver efficient and effective ER case management capability for the assigned countries in the region. Understand and address harmful behaviours in Country Offices contradicting our Feminist Values, such as discrimination, power abuse, etc.
• Ensure Staff Care and Wellbeing practices are in place for assigned COs, in line with the global framework and country context, Staff Care Framework is adjusted to the local context and applied consistently, Staff Care champions are in place and EAP is relevant and accessible to staff
• Build capacity at CO level for people analytics and data driven decision making by enabling country P&C teams to have the capacity and practice a culture of data integrity on HRIS that enables optimal reporting requirements.
• Support OD and change management processes for the assigned countries in MEESA as needed to enable countries have fit for purpose structure and staffing to deliver their strategies.
• Enable operational excellence through improved culture of performance improvement driven through organizational business processes and best practice in People management in assigned countries in the region.
• Support and provide expertise to the Surge P&C Manager at CO and regional surge team during emergency response in the region, as required.
• Ensure diverse humanitarian succession bench strength across the region utilising the regional talent forum.
• Facilitate talent search for hard to fill critical roles across the region.
• Be an active participant and contributor to the Regional P&C team (i.e., sharing of skills, ideas, and expertise) ​

At CO level Strategic Leadership and Direction

• Understand and Interpret the Somaliland Country Office strategy and Plan International Inc (PII) P&C’s Strategic Plan and priorities to develop and implement CO P&C strategic and operational plans to enhance the CO’s performance through our people.
• Influences and ensures the development of a Country P&C strategy that is aligned to the PII P&C strategic plan and priorities to enhance the CO’s performance through our people.
• Supports operational implementation within Somaliland CO and the MEESA region.
• Operate as One Plan across the breadth of P&C specialisations. Integrate P&C work in the CO operations and programme planning (including people aspect of project/grants from proposal development to grants completion) as appropriate. Foster a culture of inclusivity, diversity, and equity in the CO.

Agile Organisational Culture for Somaliland

• Partner with the Country Management Team (CMT) to nurture an agile organisational culture in the CO, underpinned by our values and feminist principles.
• Partner with management to build a highly engaged and inspired team and achieve targeted excellence through our people.
• As a member of the Country Management Team, support change management and initiatives required for sustainability, accountability, and quality.
• Adopt a culture of continuous improvement as part of the Country Management Team (CMT) – process, policies, and systems, conduct reflections and analysis with CMT of P&C Key Performance Indicators for making strategic decisions and improvements.

Globally integrated, responsive, and efficient P&C function for Somaliland

• Lead and manage the P&C function in Somaliland CO focusing on responsive and efficient operations and targeted excellence.
• Working with Shared Service Center, ensure high-quality operational service across the full employee lifecycle for staff, including but not limited to contracts of employment, pre-employment checks, onboarding, payroll, probation, sickness absence, parental leaves, job changes and exit. 
• Ensure that the respective country's P&C function (policies, procedures, systems, and controls) is in place and compliance with PII policies, P&C frameworks local labour laws and requirements.
• Ensure implementation of enriching PII P&C strategic priorities within the CO, specifically around Employee Relations, Equity, Diversity and Inclusion, Engagement, Talent Acquisition, Performance Management and Succession Planning, Total Rewards, Staff Care and Wellbeing, Data and Analytics, Employee Value proposition etc., to ensure targeted employee engagement and satisfaction.
• Make decisions, develop solutions to diverse and complex problems and anticipate and resolve challenges within the CO and in line with country, regional and P&C policies/ parameters.
• Ensure the Talent Acquisition pipeline is in place and critical positions are filled within expected timelines to enable CO effective operations.
• Facilitate Talent Management and Workforce/ Succession Planning, including short and long-term succession bench strength for leadership and strategically critical roles. Contribute to cross-regional succession planning.
• Ensure High-Performance culture through coaching CO leadership, management, and staff in performance management. Ensure cadence is in place for CMT reflections, staff objective setting, mid-year, and annual performance reviews, development plans, regular 121 on deliverables, aligned to values, wellbeing, and development, etc.
• Ensure Employee Relations and Case Management practices are robust and in line with global framework and use of data and trends to address focus areas, update policies, communication and training and leadership decision making.
• Interpret people-related Data and Analytics drive data-driven decision-making by the CMT. Facilitate ongoing data integrity and staff ownership of their data on HRIS. Work to continually improve data and reporting to help COs to enhance their performance.
• Ensure Total Rewards policy and practices is embedded and aligned with the CO context and PII Total Rewards philosophy. 
• Support the humanitarian response plans according to the Emergency Response Manual and CO Disaster Preparedness Plan. Support and provide expertise and advice to the Surge P&C Manager.

P&C capacity and capability

• Build CO P&C capacity and capability to deliver CO strategic and operational plans, through competency assessments, learning and development, performance and talent management, workforce planning, etc.
• Coach, monitor and train the P&C team to ensure teams are equipped to deliver on agreed P&C services and priorities, in line with global P&C strategy, plans and frameworks.

Work with P&C team to identify:

• capability gaps and training requirements and develop strategies and plans to address needs/gaps.
• talent pools and manage capability and capacity development opportunities. 
• Oversee competency development, talent and performance management, succession planning and workforce planning of staff and roles in the P&C function of the Country Office.
• Support the PII P&C in the design and roll out of capability development initiatives within the country office.
• Ensure the P&C team is equipped to support national, international, and hosted employees in the country.
• Analysis and preparation and presentation of analysis of key areas for Country Management Team; cost-efficiency, staff turnover, in-depth analysis and development of scenarios of possible pathways of mitigation key risks in their area of expertise.