Fresher Administration Assistant INGO Jobs – Plan International

Job Title:      Administration Assistant
Organization: Plan
International
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 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
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
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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