Plan International Nepal Vacancy for Coordinator- Country Management Team

No. of Vacancy: 1
Functional Area: Management

Reports to: Country Director

Location: Country Office, Lalitpur

Travel required: Travel required to Field Offices

Grade: C2

Type: Open to all applicants, Fixed-term employment for two years from date of joining; based in Country Office

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organization dedicated to advancing children’s rights and achieving equality for girls. With a presence in over 75 countries, we work alongside children, young people, supporters, and partners to create a just world. Our work is guided by core values such as transparency, accountability, collaboration, inclusion, and the overarching ambition to empower girls and young women as part of our legacy.

Plan International has been operating in Nepal since 1978, earning a strong reputation as a trusted development and humanitarian actor. Over the years, we have worked in 23 districts across the country, helping marginalized children, their families, and communities access their rights to health, education, economic security, and protection.

Committed to feminist leadership and a gender-transformative approach, Plan International Nepal collaborates with local partners to ensure sustainable impact and foster equality, particularly for girls and young women.

Plan International Nepal strives for an inclusive, just, and safe society that advances children’s rights and equality for girls. Our mission from 2023 to 2028 is to see all girls and young women standing strong enjoying their rights, and freedom with dignity in Nepal.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.

ROLE PURPOSE

The Coordinator – Country Management Team (CMT) is responsible to provide administrative support to the Country Director and the Country Management Team. This role serves to ease the administrative burden of senior leadership through managing schedules, calendars, track internal and external reports, emails and visitors. The role is responsible for logistical support in organising meetings and workshops as well as managing international travel & all travel logistics for the CD and CMT. The position holder ensures all required documentation for meetings and ensures timely updates of key reports for Regional and Global office.

Description
DIMENSIONS OF THE ROLE

Budget accountability: N/A
Reports to: Country Director
Internal and External interfaces:

ACCOUNTABILITIES

Provide effective secretarial support for the Country Manager Team (CMT)

• Coordinate and record calendar events for Country Director and CMT including appointments, meetings, and conferences.
• Prepare meeting agenda, collect relevant materials and take meeting minute and records of proceedings.
• Receive and screen incoming calls and visitors as per priority and alert CMT and Country Director accordingly.
• Coordinate Country Mmanagement Team (CMT) meetings, ensure notes are prepared timely and disseminated as needed.
• Coordinate Nepal Management Team (NMT) meetings, ensure notes are prepared timely and disseminated as needed.
• Make referrals to appropriate staff or provide requested information.
• Participate / coordinate committees, task forces or networks as designated.
• Ensure key reports are compiled and uploaded on time (Quarterly reports, Risk Register).

Coordinate effective communications and official documentation

• Liaise between the Country Director and Country Management Team, staff and others in communicating directives, instructions and assignments including necessary follow ups.
• Review internal and external correspondence and reports and update the Country Director for appropriate action.
• Research, compile, assimilate, and prepare confidential and sensitive documents and brief Country Director on the content.
• Draft letters and memoranda in response to the inquiries and as assigned
• Compile and maintain records of all official reports and documentation received, reviewed, replied to and in process.

Maintain a comprehensive filing system and database

• Maintain updated correspondences between the Country Director and CMT/NMT decisions for future reference including filing / sharing of previous CMT/NMT minutes and decisions.
• Establish and accurately maintain filing and record management systems for the Country Director.

Assist in managing travel

• Manage staff’s international travel.
• Ensure the approval of each international travel of staff by the Country Director.
• Assist and facilitate in official documentation for visa application.
• Ensure the registration of official international trip with a copy for the concerned staff.
• Ensure compliance of Plan’s due diligence procedures for all official international staff travel/s.

Logistics and Visitors

• Provide letter of invitation (LOI) to the visitors prior to their visit to Nepal.
• Make all local travel arrangements, prepare itineraries, compile and maintain travel tickets, vouchers and records for CMT members.
• Coordinate appointments with INGOs/Embassies/GOs and stakeholders as required.
• Plan and coordinate professional arrangements (including venue) for national and international level conferences, workshops and trainings.
• Maintain record of organizational events and support CMT members in planning and executing events, programs etc.
• Coordinate and provide logistic support as needed during events and for the participants.

Reports Compilation

• Compile quarterly and monthly reports, update risk register and following CD approval, upload reports.
• Compile reports from various departments as required/requested by Asia and Pacific Region or Global Hub.

Undertake Corporate Responsibility

• Respect organizational values and comply with all Plan Nepal and Corporate Code of Conduct, Policies and Standards.
• Maintain confidentiality of all critical and sensitive information of the organisation.
• Assist with the establishment, revisions and maintenance of Plan Nepal’s procedures and policies.
• Undertake any assigned responsibility as assigned by CMT.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Knowledge and Experience

• Minimum 3 years of experience with Masters Degree OR 5 years with Bachelors Degree in the relevant sector.
• Clear understanding of the development sector, its operating and regulatory environment (in Nepal).
• Understanding and knowledge of the international human rights framework for development, key development issues, approaches and tools.
• Knowledge of MS Word, Outlook, Excel, PowerPoint required.
• Ability to maintain confidentiality.

Skills Required

• Demonstrated ability to think clearly.
• Able to take accurate and complete notes/minutes for meetings.
• Ability to pay attention to detail.
• Demonstrated commitment and ability to learn.
• Commitment to excellence.
• Good time management–must be able to meet deadlines.
• Ability to get along with people in order to manage work relationships (internal/external).
• Strong verbal and written ability in English and Nepali and ability to translate.
• Ability to facilitate meetings, negotiate with staff and network when needed.
• Persuasion and ability to influence.
• Ability to problem solve, handle setbacks and pressure.
• Must be able to effectively multitask.
• Ability to use basic office electronic equipment & computer applications.

Skills Preferred

• Able to create a budget and provide basic analysis.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people.

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential.
• We respect all people, appreciate differences and challenge equality in our programs and our workplace.
• We support children, girls and young people to increase their confidence and to change their own lives.

PHYSICAL ENVIRONMENT

Based in Country Office, Lalitpur with travel to project areas.
Work with multi-culture and multi-lingual staff/team members.

LEVEL OF CONTACT WITH CHILDREN

• Low contact: Occasional interaction with children.

“Say Yes ! To Keeping Children and Young people safe and Protected”

Application Deadline: Thursday 6th Feb, 2025

Source: Kantipur Dainik, 24 January, 2025

To Apply Visit: p2p.com.np