Plan International Kenya
About Plan International
Plan International is a global humanitarian and development organization dedicated to advancing children’s rights and equality for girls. With over 80 years of experience, Plan International operates in more than 70 countries, including Zambia, where we focus on key issues such as inclusive quality education, youth employment, sexual reproductive health, and gender-responsive child protection.
As a vital part of our team, you will play an essential role in supporting our Country Director in Zambia and helping us continue to drive positive change for children and young people.
Job Overview
We are seeking an experienced Executive Administrative Assistant to join our team at the Plan International Zambia country office in Lusaka. The successful candidate will provide high-level executive, administrative, and operations support to the Country Director (CD). This role will also involve close collaboration with the Supply Chain and Administration Manager (SCAM) and other senior staff members.
The Executive Administrative Assistant will be responsible for managing key administrative tasks and ensuring smooth daily operations within the office. The successful applicant will be proactive, well-organized, and capable of handling confidential information with professionalism.
Key Responsibilities
📅 Executive Support
- Provide direct support to the Country Director (CD) by managing the Director’s schedule, meetings, and travel arrangements.
- Act as a point of contact for both internal and external communications.
- Coordinate and manage the Country Director’s correspondence, ensuring timely follow-up on important matters.
- Assist in preparing reports and presentations for the Country Director and other senior staff.
📝 Administrative Support
- Offer administrative assistance to the Supply Chain and Administration Manager (SCAM).
- Organize and maintain confidential records and files for the Country Director and other senior staff members.
- Assist with day-to-day office operations, ensuring that all tasks are completed efficiently and on time.
- Perform routine office management tasks such as ordering supplies, managing office equipment, and coordinating logistics for meetings and events.
🔗 Communication & Liaison
- Serve as a liaison between the Country Director and various teams, stakeholders, and external partners.
- Ensure effective communication across departments and assist with the smooth flow of information within the organization.
- Handle sensitive information with discretion and maintain confidentiality in all administrative matters.
🕰 Time Management & Organization
- Manage the Country Director’s time efficiently, prioritizing tasks and scheduling meetings accordingly.
- Monitor deadlines and ensure that projects and tasks are completed on time.
- Take initiative in organizing and executing administrative tasks independently, while maintaining a high level of accuracy.
Ideal Candidate Requirements
🎓 Education and Experience
- Diploma or degree in Business Administration or Social Sciences.
- Minimum of three (3) years of relevant working experience in a similar administrative or executive assistant role.
- Proven experience providing high-quality administrative support to senior-level staff.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access).
💼 Desirable Skills & Competencies
- Excellent interpersonal and customer service skills with the ability to communicate effectively with people at various levels.
- Assertive and proactive, able to work independently and take initiative on behalf of the Country Director.
- Strong analytical and organizational skills with a keen eye for detail.
- Excellent time management skills, able to prioritize tasks and manage multiple assignments simultaneously.
Additional Information
- Location: Country Office, Lusaka
- Reports To: Country Director (CD) with a dotted line to the SCAM
- Grade: Hay Level 13
- Closing Date: 12 March 2025
Why Work at Plan International?
🌍 Global Impact
- Contribute to an organization that is changing the lives of vulnerable children and girls across the world.
💡 Professional Growth
- Access opportunities for personal and career development in a dynamic and supportive environment.
🤝 Diversity and Inclusion
- Be part of a diverse team where equal opportunity is a core value, and diversity is embraced.
💪 Child Safeguarding Commitment
- Work in a safe environment where child safeguarding is prioritized, and everyone plays a role in protecting children from harm.
How to Apply
If you meet the qualifications and are excited to contribute to Plan International’s mission, we encourage you to apply. Be part of a team that’s making a difference in the lives of children and girls in Zambia and beyond.
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TIPS for CV related to this post:
- Emphasize your administrative experience and proficiency in Microsoft Office.
- Highlight any experience working with senior executives and managing sensitive communications.
- Showcase your organizational skills and experience with time management.
- Include examples of independent initiative and how you have supported senior-level staff in previous roles.
- Ensure that your CV demonstrates your interpersonal skills and ability to communicate effectively across diverse teams.
