Administrative Assistant / Secretary Job Careers - Goodman International Ltd

Job Title:         Administrative Assistant / Secretary Organization:  Goodman International Ltd Duty Station : Kampala, Uganda ...

Fresher Administration Assistant NGO Job Opportunities - Plan International

Job Title:       Administration Assistant
Organisation:  Plan International
Duty Station:   Uganda
Reports to:  Administration Coordinator

About US:
Plan International is an independent development and humanitarian not for profit organization that advances children's rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

Key Duties and Responsibilities:  
Admin Logistical support:
·        Prepare prompt payment to vendors according to the approved purchase order agreement; ensure 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 which may become necessary.
·        Book hotels and community food vendor services for accommodation and workshops required in conformity with Plan policies and procedures. Also organize Plan events, workshops and other related functions as agreed with the supervisor.
·        Review active orders to determine delivery status and follow up with vendors to assure prompt delivery.
·        Communicate with staff concerning delivery progress; maintain records to record receipt of invoices.
·        Perform procurement tasks that may be delegated by the Administration Coordinator.
·        Based on received request, book hotel services for accommodation and workshops as required.
·        Writing orders in the line of responsibility and drafting related correspondences.
·        Monitor the usage of stationery and order for replenishment as and when necessary.
Management of front desk and switch board:
·        Receive, announce and direct visitors to staff at Office in a courteous manner. As requested, make appointments.
·        Keep the reception area in an orderly manner to include updated reading materials, clean and organized arrangement, and easy access of visitors to beverages.
·        Receive incoming calls and place outgoing calls and handle incoming and outgoing correspondences addresses to Plan.
·        Develop and regularly maintain updated Office telephone directories. Complete telephone logs booked through reception for outgoing calls booked through the switchboard by indicating whether they are personal or official.
·        Report and suggest solutions related to improvement or malfunctioning of the switchboard to your 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.
·        Prepare and follow weekly transport schedules for the PU with relevant staff and as may be required liaise with Country Office and other PU administration staff to ensure efficiency in staff movements according to Plan transport policy
Management of petty cash function within established procedures:
·        Maintain reconciled Petty Cash Ledger by making entries into the ledger book to ensure that daily cash at hand reconciles with book balances.
·        Make petty cash payments against accurately completed and approved petty cash request forms.
·        Request petty cash replenishment as and when there are minimum balances and keep safe custody of the petty cash balances.
·        During the absence of customer care officer at reception, cover the reception desk and perform core activities of customer care desk.
·        Organizes Plan events, workshops and other related functions as agreed with the supervisor.
Dealing with Problems:
·        As delegated by the Procurement and Administration Coordinator, perform the tasks in line with established procedures and policies.
Communications and Working Relationships: Communicates with the Administration coordinator and staff in regard to approval of requisitions and receiving of requisitions respectively.

Qualifications, Skills and Experience:
·        The applicant for the Plan International Administration Assistant job must hold a Bachelor’s Degree in Arts, Social Sciences, Administration, Education or another related field.
·        A minimum of two years of working experience in a relevant field.
·        Experience in use of Microsoft office applications i.e. word, excel and power point.
·        Ability and willingness to learn and travel to the field
·        Very well organized and able to work under pressure
·        Excellent interpersonal skills

How to Apply:
All Qualified candidates please apply online at the link below.

Please submit letters of application together with their Curriculum Vitae and a copy of their recent pay slip. This should not exceed (2MB).

Only Shortlisted candidates will be contacted.

Plan International Uganda is an equal opportunity employer. Candidates are therefore encouraged to apply at the earliest opportunity; however, only shortlisted candidates will he contacted. As a child centered development organization, Plan international Uganda is committed to prioritizing the safety, protection and wellbeing of children and young people. Therefore all successful applicants will be required to sign our safeguarding/CP policy, code of conduct & complete a police check with Interpol. Plan international Uganda does not ask for money at airy stages of recruitment process.

Deadline: 16th June 2020

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