Job Summary

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls. 

In Ethiopia, Plan has more than 25 years of experience in implementing its programme. Currently PIE mainly operates in seven geographical areas; Amhara, Oromia, SNNPR, Gambella, Benishangul Gumuz, Afar, and Addis Ababa City Administration on different projects funded by different donors including sponsorship.

Plan International Ethiopia's main purpose is to seek Gender Justice for Girls, Adolescent Girls, and Young Women. We aim to help create an enabling environment where girls, adolescent girls, and young women are safe, valued, equally cared for, and have equal opportunities. PIE will contribute to the global strategy by aiming to reach directly 2.1 million Girls, Adolescent Girls and Young Women over the period of the strategy 2020-2024 and to reach an additional 6.3 million beneficiaries through its interventions.

The Program Assistant will provide overall general support to the USAID-funded Workers Wellness Alliance (WWA) Team, to include procuring goods and services for project implementation, supporting operational and financial administrative tasks, supporting in the preparation of project documents and correspondence, arranging project activity logistics, and providing customer service to diverse stakeholders.

management scope, reporting lines, key relationships

Direct reports – The program assistant will report to the WWA Finance and Operations Lead

Key relationships

Internal: The job holder has a close working relationship internally with the following departments and/or functions:

• South PA staff in general the USAID WWA team in particular.
• Logistics and administration: Office supply, travel arrangement, meeting and workshop facilitation
• Finance: For disbursement, liquidation of travel advances, advance request, office supply procurement
• IT: For printer and photocopy settings, Wi-Fi networks

External: The job holder has a close working relationship externally with the following departments and/or functions:

• Government Sector Partners: Agreement signing, support for training and workshop
• Office suppliers: To receive or procure office materials
• Project beneficiaries: Per-diem payment and other services they require during meetings, workshop and training at field and CO levels
• Consultants & other service providers: Agreement logistics

Level of contact with children

Low contact: No interaction with children

Physical Environment

• Typical Office environment with travel in PIE South PA, Hawassa city, Sub cities, kebeles and HIP

Accountabilities and MAIN WORK ACTIVITIES

key responsibilities

• Backstops WWA Team on various private sector engagement activities and programs
• Participates in relevant meetings and contributes to the planning and coordination of field-based WWA support to key stakeholders.
• Works closely with the Finance Manager, supporting financial and procurement activities.
• Participates in and is the note taker at staff meetings, and other relevant meetings as requested.
• Maintains calendars and schedules appointments for the WWA team based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.
• Assists members of the WWA team with activity logistics, scheduling and vouchering.
• Responsible for sourcing of products, collection of quotations, performing purchase transactions.
• Prepares comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee
• Avail all cash request of WWA team and pay without any significant delay to the intended purpose as per the approval from the program manager.
• Perform any other relevant assignments given by the supervisor

Other Responsibilities

• Within the scope of the role, there will be additional assignments as needed.
• Seek and promote innovative ideas, approach to ensure quality of work

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 

Leadership COMPETENCIES

• Setting and communicating ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.
• Setting high standards for self and others' behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Holding self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
• Creating a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivating and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
• Positive about change and supporting others in adjusting to it, helping them understand

Job Requirements

Technical expertise, skills and knowledge

 Qualifications/ experience essential:

• Bachelor’s Degree or higher in Business Administration/Business Management or a related field preferred;
• At least 1-3 years of work experience in international development context;
• Strong conceptual, verbal, and written communication skills;
• Ability to initiate and organize work while establishing priorities in a fast-paced, time-sensitive environment to meet deadlines with attention to detail;
• Ability to develop strong trusting relationships in order to gain support and achieve results;
• Ability to manage multiple conflicting priorities;
• Ability to be flexible and interpersonal skills to interact with employees at all levels;
• Strong office and organizational skills.
• Ability to travel as required;
• Proficiency with MS Office Suite (Word, Excel, Power Point, and Outlook)

Qualifications/ experience desirable:

• Expertise in and sensitivity to the socio-cultural barriers facing intended beneficiaries for this program.
• Previous experience working on economic strengthening activities.
• Demonstrated leadership and team-building skills
• Fluent in English, Amharic and Sidama languages
• Knowledge of local languages and strong command of English, with strong verbal and written communication skills
• Experience working on USAID funded activity

How to Apply

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post. 

We only accept applications sent via our online-application form Vacancies

The application deadline is February 6, 2021

Only shortlisted candidates will be contacted for further assessment.

Female candidates are highly encouraged to apply.