Plan is an international humanitarian child-centred community development organization, without religious, political or government affiliation and is one of the oldest and largest international development agencies in the world working in 66 countries. Plan started its operations in Cambodia in 2002 and is committed to improving the lives of poor children, their families and communities. Plan is going to implement the new five-year Country Strategic Plan from July 1, 2010 to June 30, 2015 and is looking for qualified candidates for the following positions: Executive Assistant (EA)
Based at the Country Office, the Executive Assistant will perform all office protocol and secretarial tasks so as to ensure smooth incoming and outgoing communications. This position communicates with Country Management Team (CMT) of Plan International Cambodia and outside Plan with high level partners like government officials, United Nation, embassies, NGOs, etc.
Responsibilities and Accountabilities
- Prepare all legal agreements and/or Memorandum of Understanding (MOU) with Royal Government of Cambodia (RGC) to ensure all articles are correctly completed and in a timely manner for Country Director (CD) review and sing off.
- Make all appointments and arrange meetings for CD and members of CMT with high level partners like government officials, UN, embassies, NGOs.
- Maintain all official documents of CD to ensure they are kept and well labelled and easy to access when needed.
- Act as minutes taker of the CMT meeting to ensure the minutes well drafted and finalised in a timely manner.
- Take action on all incoming and outgoing mails of CD to ensure timely response to all senders.
- Prepare all official outgoing communications for CD.
- Maintain register number of outgoing communications of CD and incident and loss reports.
Qualifications
- University degree in public relation or related field
- Knowledge of NGOs and government works as well as Cambodian laws and regulations concerning NGOs and general
- Knowledge of contract/agreement/MOU and administrative and clerical work
- Advance English literacy both written and spoken
- Computer literacy.
Experience
- Three years or more of experience in liaising between bilateral and multilateral donors and RGC
- Experience in protocol work particularly with government
- Experience in preparing agreement and MOU with government agencies
- Experience in writing minutes, memo and correspondence with higher level people
- Two-way communication skills.
How to apply
Please complete Plan application form and send it through with a cover letter and contact details to HR.Cambodia@plan-international.org
Reference and background checks will be carried out in conformity with Plan’s Child Protection Policy
Closing date: 15 July 2011
Job Description
Position: Executive Assistant (EA)
Grade:C1
Reports to:Country Director
Purpose: Perform all office protocol and secretarial works of the Country office to ensure incoming and out going communications are running well
Dimensions of the Position:
The position does not involve in any people and financial management. This position perform administrative works within Plan with Country Management Team (CMT) and outside Plan with high level partners like government officials, UN, Embassy, INGOs …etc.
Responsibilities and Accountabilities of the Position:
• Prepare all legal agreements and or Memorandum of Understanding (MOU) with Royal Government of Cambodia (RGC) to ensure all articles are correctly completed and in the timely manner for Country Director (CD) review and sing off.
• Make all appointments and arrange meetings for CD and members of CMT with high level partners like government officials, UN, Embassy, INGOs …etc. to ensure every meeting is running well
• Maintain all official documents of CD to ensure they are kept and well labelled and easy to access when needed.
• Act as the minute taker of the CMT meeting to ensure the minutes are correctly and completed captured and finalised in the timely manner
• Take action on all incoming and out going mails of CD to ensure timely response to all senders
• Prepare all official out going communications for CD to ensure CD sign off and send out in timely manner
• Maintain register number of 1). Outgoing communications of CD and 2). Incident lost reports to ensure they are well recorded and kept
Dealing with Problems of the Position:
• Handle with higher level government officials and partners.
• Deal with official documents in Plan International Cambodia
• Handle with CMT members
• This position does not provide with any level of authority for sign off and moreover, most of the outputs expected from this position follow the existing policies and procedures
Communications and Working Relationships of the Position:
Internally, the position will coordinate tasks with all CMT members and on the daily basis.
Externally, this position will make appointments and prepare memo/MOUs and agreement with higher governance officials. It is not very frequent.
Knowledge, Skills, Behaviors, and Experience Required to Achieve Position’s Objectives:
Education:
University degree in public relation or related field
Knowledge:
• NGOs and Government works
• Cambodian laws and regulations concerning NGOs and general
• Legal and contract/agreement/MOU
• Administrative and clerical work
• Fluently English both written and oral
• Computer literacy
Experience:
• Three years or more of experience in liaising between bilateral and multilateral donors and RGC
• Experience in working in protocol work particularly with government
• Experience in preparing agreement and MOU with government agencies
• Experience in writing minute, memo and correspondence with higher level people
• Two ways communication skills
Attitude:
• Positive attitude towards organization, work and colleagues
• Output oriented
• Commitment to the work for child and community development
• Willing to accept change at the workplace
• Strictly maintain confidentiality of both official and personal information
• Resourceful and helpful
• Responsiveness
• Punctuality
Physical Environment and Demands of the Position:
Office base (100%)
Level of Contact with Children of the Position:
This position has low contact with children
