Job Title: Administration Assistant
Duty Station: Uganda
Reports to: Project Coordinator
About US:
Plan International was founded over 75 years ago and it is one of the oldest and largest children’s development organizations (non-profit / INGOs) in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations.
Job Summary: The Administration Assistant provides support to the Administration department and works closely with Administration Coordinator in execution of the duties.
Key Duties and Responsibilities:
Admin Logistical support:
- Prepares prompt payment to vendors according to the approved purchase order agreement; ensuring punctual delivery of goods and services by the vendor; proper receipt and clearance of any materials, supplies, or equipment; and the negotiation of any returns or adjustments as and when necessary.
- The jobholder also books hotels and community food vendor services for accommodation and workshops required in conformity with Plan International policies and procedures.
- Reviews active orders to determine delivery status and follow up with vendors to assure prompt delivery.
- Communicates with staff concerning delivery progress; maintain records to record receipt of invoices.
- Conducts procurement tasks that may be delegated by the Administration Coordinator.
- Based on received request, books hotel services for accommodation and workshops as required.
- Writes orders in the line of responsibility and drafts related correspondences.
- Regularly monitors the usage of stationery and order for replenishment as and when necessary.
Management of front desk and switch board:
- Receives, announces and directs visitors to staff at Office in a courteous manner. As requested, make appointments.
- Organises and keeps the reception area clean and organised, include updated reading materials for visitors.
- Receives incoming calls and places outgoing calls and handles incoming and outgoing correspondences addressed to Plan International Uganda.
- Develops and regularly maintains updated Office telephone directories. Completes telephone logs booked through reception and for outgoing calls booked through the switchboard by indicating whether they are personal or official.
- Reports and suggests solutions related to improvement or malfunctioning of the switchboard to the supervisor.
- Responsible for general office cleaning, office equipment maintenance and utilization, utility bills payment and tracking and follow-up on repairs needed with external service providers and the landlord to ensure works are done and are value for money.
- Prepares and follows weekly transport schedules for the ProgrammeUnit with relevant staff and as may be required liaise with Country Office and other Programme Units administration staff to ensure efficiency in staff movements according to Plan Transport Policy
Management of petty cash function within established procedures:
- Maintains reconciled Petty Cash Ledger by making entries into the ledger book to ensure that daily cash at hand reconciles with book balances.
- Makes petty cash payments against accurately completed and approved petty cash request forms.
- Requests petty cash replenishment as and when there are minimum balances and keep safe custody of the petty cash balances.
- Covers the reception desk and perform core activities of customer care desk during the absence of customer care officer at reception.
- Organises Plan International Uganda events, workshops and other related functions as agreed with the supervisor.
Qualifications, Skills and Experience:
- The ideal candidate for the Plan International Administration Assistant job opportunity should hold a higher Diploma in Business or Education or another related field.
- A minimum of two years’ experience in a relevant field.
- Computer literacy skills i.e. experience in use of Microsoft office applications i.e. Word, Excel and Power point.
- Ability and willingness to learn and travel to the field
- Well organised and able to work under pressure
- Excellent interpersonal skills
Behavioural Competencies:
Strive for lasting impact:
- Shows commitment and understanding to always act in the best interest of the child and respect to human rights.
- Promotes a culture of learning and sharing.
- Demonstrates a high degree of confidentiality.
Open and Accountable:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Plan International values, striving for lasting impact
- Honest, encourages openness and transparency; demonstrates highest levels of integrity, capacity to include and empower others.
Works Well Together:
- Comfortable working with others, as part of a team or as a team leader. Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters; approachable, good listener, easy to talk to.
- Values diversity and sees it as a source of competitive strength.
- Develops and encourages new and innovative solutions.
- Thinks strategically, reflects about achievements and recognises people’s contribution.
Inclusive and Empowering: Demonstrates commitment to working with vulnerable children and promoting equality for girls
How to Apply:
All suitably qualified candidates should send their letters of application, together with updated CVs, contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history and send to:
Ag. Country Human Resources Manager,
Plan Uganda
APPLY ONLINE THROUGH
Email to: uganda.recruitment@plan-international.org
Deadline: 21st April 2017
NB: Please consider your application unsuccessful in case you do not hear from us by 31st July 2017
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