Administration Assistant Kamuli 344 views0 applications

The Organisation

Plan International is an independent development and humanitarian organisation 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 it’s 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 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.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

Job Description

ROLE PROFILE

Title	ADMINISTRATION ASSISTANT
Functional Area	ADMINISTRATION
Reports to	Administration Coordinator
Location	Kamuli	Travel required	Minimal
Contract Period	Open	Grade	B

role PURPOSE

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 it’s 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 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.

We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.

The organization is an equal opportunity employer currently seeking to recruit a competent person to fill the position of Administration / Procurement Assistant – Kamuli

Dimensions of Role:

The position has no approval authority and supervises drivers and Welfare Assistants. The position directly supports the Administration department and works closely with Administration Coordinator in execution of the duties.

Typical Responsibilities – Key End Results of Position:

Admin Logistical support:

1. 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.
2. 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.
3. Review active orders to determine delivery status and follow up with vendors to assure prompt delivery.
4. Communicate with staff concerning delivery progress; maintain records to record receipt of invoices.
5. Perform procurement tasks that may be delegated by the Administration Coordinator.
6. Based on received request, book hotel services for accommodation and workshops as required.
7. Writing orders in the line of responsibility and drafting related correspondences.
8. Monitor the usage of stationery and order for replenishment as and when necessary.

Management of front desk and switch board:

9. Receive, announce and direct visitors to staff at Office in a courteous manner. As requested, make appointments.
10. Keep the reception area in an orderly manner to include updated reading materials, clean and organized arrangement, and easy access of visitors to beverages.
11. Receive incoming calls and place outgoing calls and handle incoming and outgoing correspondences addresses to Plan.
12. 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.
13. Report and suggest solutions related to improvement or malfunctioning of the switchboard to your supervisor.
14. 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.
15. 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:

16. Maintain reconciled Petty Cash Ledger by making entries into the ledger book to ensure that daily cash at hand reconciles with book balances.
17. Make petty cash payments against accurately completed and approved petty cash request forms.
18. Request petty cash replenishment as and when there are minimum balances and keep safe custody of the petty cash balances.
19. During the absence of customer care officer at reception, cover the reception desk and perform core activities of customer care desk.
20. 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.

Knowledge, Skills, Experience, Attitudes and Behaviours Required to Achieve Role’s Objectives: 

• A Bachelor’s Degree in Arts, Social Sciences, Administration, Education or another related field.
• At least 2 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

Plan International’s Values in Practice

We are open and accountable

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

We strive for lasting impact

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

We work well together

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

We are inclusive and empowering

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

Physical Environment and Demands:

• Typical Office environment

Level of Contact with Children:

• Low interaction with children

Level of contact with children

Very low frequency of interaction with children

Additional Responsibilities:

Child Protection Policy Responsibilities (mandatory for all staff)

• Adhere to the Child Protection Policy, Code of Conduct and reporting any CPP issues.
• Responsible for the implementation of the CPP standards as they apply to area of responsibility plus the development of actions to address identified gaps and monitoring their effectiveness.
• Ensure that all Plan International partners, visitors and associates in his/her area of responsibility are provided with, are made aware off and have signed and returned a copy of the child protection policy. Inform the partners, visitors and associates that they must comply with the policy in all contacts and communications with children during their visit.

Location: Kamuli

Type of Role: Open Contract 

Reports to: Administration Coordinator

Grade: B

Closing Date: 16/06/2020