Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. We support children’s rights from birth until they reach adulthood and we enable children to prepare for – and respond to – crises and adversity.

We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. In Zimbabwe, we have been building powerful partnerships for children for over 31 years. Plan International operates an equal opportunities policy and actively encourages diversity.

Administration Assistant

Location: Kwekwe Program Area

Job Description

Reporting to the Program Area Manager, the Administration Assistant supervises the Drivers and Office Assistant and coordinates approval of Program Outlines at the Program Area (PA) Level.

Accountabilities

Front Office Services

• Courteously attending to PA visitors and their inquiries, mail handling and all telephone calls from the switchboard or office telephone lines as applicable
• Maintain a telephone and address list for all PA staff and frequent PA contacts and other relevant stakeholders
• Provide support by ensuring faulty telephone lines, fax and email system where applicable, are attended to in a timely manner
• Always take note of the whereabouts of PA members and how they might be contacted should the need arise and advise others accordingly

PA Administrative Services

• Respond effectively to all PA correspondences
• Organize PA functions such as meetings and workshops, travel and accommodation arrangements
• Manage the PA filing system
• Compile and circulate quality PA minutes within 3 working days
• Keep an up to date diary for the Program Area Manager’s appointments
• Disseminate PA reports and documents to other Plan offices and relevant stakeholders as appropriate
• Prepare monthly leave management and preparation of the People Measures Reports
• With support from CO handles local recruitment of staff for Temporary appointments and Interns
• Supervises and allocates duties to Drivers
• Assist with PA in procurement of goods and services
• Support the Admin and Procurement Coordinator in Assets acquisition, custody, allocations and tracking
• Supervises the Office Assistant and ensure the offices are clean at all times

Petty Cash Management

• Receipting all the cash/cheques received for Plan Office and forwarding the same to Accounts for banking purposes
• Issue out and maintain the petty cash imprest within the approved policy limits
• Reconcile petty cash book and vouchers on a daily basis

• Ensure petty cash is securely kept

Stores Management

• Receive and record in the stores register all office supplies within 24 hours of receipt
• Replenish stocks of essential items as per re-order level to ensure that PA office supplies are well managed by ensuring that essential stocks are replenished before they run out
• Produce monthly stores reports timeously
• Provide support in receiving PA project materials and supplies ensuring proper record keeping
• Issues out supplies as per Plan procedures

Programming duties

• Participate in the preparation of PA Long Term Plans, Annual Plans and Modifications
• Conduct SAP daily backups, as well as weekly Imports and Exports
• Participate in program activities or events such as field support visits
• Ensure safekeeping of Project Outlines (POs) for the PA

Other key deliverables including:

Adherence to Plan policies, including:

• Ensures that Plan International’s global policies for Safeguarding of Children & Young People and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility.

Qualifications and Experience: 

• A Higher National Diploma in Secretarial Studies, Business Administration or equivalent qualification from a recognized Institution
• A minimum of 5 “O” Level passes including English Language and Mathematics
• At least 5 years relevant working experience as a Personal Assistant or Administrative Assistant
• Ability to interpret and work in accordance with laid down procedures

Skills

• High level of integrity, innovativeness and analytical skills
• Excellent communication and facilitation skills
• Proficiency in MS office tools
• Good time management skills
• Excellent interpersonal skills
• Good report writing skills

Behaviours

• Ability to organize own work and work independently
• An effective team player
• Assertiveness and shows culture sensitiveness

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

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

We strive for lasting impact

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

We work well together

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

We are inclusive and empowering

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

Interested candidates who meet the above requirements are required to submit their curriculum vitae & cover letter outlining their suitability for the position. Plan International takes very seriously the responsibility and duty to ensure that we and anyone who represents us does not in any way harm or place at risk children and young people. In this regard, reference & background checks will be performed including clearances on child related offences in conformity with Plan’s Safeguarding Policy.

This position is open to Zimbabwean nationals

Location: Zimbabwe (Kwekwe)

Type of role: Fixed Term Contract

Closing Date: 14 February 2023   

Please note that Plan International does not charge any fee at any stage of the recruitment process.