The Ugandan Jobline

• 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.

• 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 Programme Unit 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

• 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.

• 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

• 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.

• 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.

• 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.

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