Executive Assistant

Missions :
General administrative support
Centralize “IN” correspondences for CD’s review;
Follow-up CD’s comments and annotations on correspondences and remind colleagues of due actions as relevant;
Prepare and/or edit correspondences and other documents as relevant;
Ensure a unique referencing system to all “OUT” correspondences;
Manage the official email address of Plan Int. Cameroon and refer mails to recipients accordingly.
Management of CD’s office
Handle phone calls meant for CD and manage correspondences to and from CD’s office;
Draft CD’s monthly schedule and update his weekly agenda;
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.
Executive Team Administration
Prepare and monitor budgets for CD’s running costs in office & house;
Ensure that services requested in CD’s office/house are provided;
Follow-up on deliverable from CMT members or other colleagues as may be requested by the Country Director;
Plan and update annual schedule for CMT meetings;
Coordinate and attend management team meetings and events, namely CMT and E-CMT meeting Take notes, prepare minutes and update decision follow-up table, ensuring that relevant team members produce regular updates;
Collect, compile and share staff travel data with the Insurance department in IH and inclusion in CMR quarterly reports;
Compile and share with the RO, information on visits of NO/IH/Sponsors/Media Crew in the country and travel of staff out of the region;
Management of international visits/meetings/events coordination and follow-up
Plan and coordinate all in country visits of guests, ensuring appropriate logistic and notification to officials/administrative for appointments as convenient;
Manage and coordinate regional or international meetings/events to be held in Cameroon, in collaboration with the CO administration and the meeting or event’s focal point;
Support internal communication, learning process and good practices sharing;
Compile and share planning of events on a monthly basis

Knowledge of development issues and management practices of an NGO
Skills & Behaviours :
Excellent written and communication skills in English and French;
High degree of organization and excellent problem solving skills;
High level of confidentiality and excellent customer relation;
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