Administration Secretary & Receptionist 134 views0 applications

THE ORGANIZATION Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries. Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls. In Mozambique we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane Sofala and Nampula provinces. These projects are programmed along our three strategic pillars: Girl Education, Sexual Reproductive Health Rights, Youth Economic Empowerment and climate change. Our work is gender transformative and includes influencing work at national and sub-regional level.

ROLE PURPOSE

The purpose of this job is to provide secretarial and administrative support to the Program Area staff and provide effective and courteous support or service to people contacting Plan Mozambique and promote a positive image of Plan.

DIMENSIONS OF THE ROLE

1. The role is fundamental to Plan as it contributes to building Plan’s image;
2. Ensure stakeholders get proper information required;
3. Hotel and travel bookings under the responsibility of the role;

ACCOUNTABILITIES

• Control in-coming and out-going mail, and manage correspondence and filing system.
• Receive and communicate properly with individuals coming into the organization and direct them to the appropriate office/person after checking with the staff that they want to meet.
• Make and answer telephone calls in a courteous manner with internal and external persons and direct them to the concerned individuals.
• Assist on operating office machines such as fax, photocopier, printer, scanner, etc.
• Receive and ensure all incoming newspapers, journals, magazines, publications are in good order.
• Handle petty cash and other Admin matters.
• Maintain the reception area in a clean, attractive and organized manner at all times.
• Make contacts with relevant persons; send invitation letters, and other logistical functions related to conferences or workshops.
• Receive guests from Regional and International offices and provide them with logistical and administrative support.
• Assist other staff in cataloguing and filing resource materials and publications, and distribution of such materials.
• Assist in obtaining quotations, preparing quotation summary and participating in decisions.
• Develop and maintain a database or roster of organizations and persons by sector and discipline to facilitate contacts and communication.
• Develop adequate understanding of the work of relevant organizations and persons to facilitate contact and communication.
• Perform all HR Administration tasks such as employee filing, leave days control, medical aid control, etc;
• Perform any other duties as assigned by the immediate supervisor.
• Ensures that Plan International’s global policies for Child Protection (CPP) 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. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

KEY RELATIONSHIPS

Internal

• Procurement, Logistics Coordinator
• Works with the Project Managers, Project Officers, and other Program staff;
• Finance Department
• Program Area staff
• All other Procurement and Logistics staff
• Partner Operations (if any)

External

• Suppliers;
• Hotels;
• Travel agents;

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Gained through education, training, & experience

• Degree in Administration or related area, Secretarial certification is an added advantage
• A minimum of five (5) years relevant experience working in a reputable NGO
• Ability to work under pressure, Greater attention to detail
• Punctuality, Good organizational skill
• Computer knowledge in Word processing and Spread sheet
• Interpersonal/communication skill
• Good public relations skills
• Strong Analytical skills
• Ability to work well with others under deadline situations and respond to changes in priorities
• Ability to interpret and work in accordance with laid down procedures.
• Excellent interpersonal skills
• Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet
• Ability to multitask and deliver on set deadlines.

Desirable

Basic Experience using systems for example SAP or other

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

5. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
6. Builds constructive relationships across Plan International to support our shared goals.

We highly encourage Women to Apply

Encorajamos candidaturas de Mulheres

Location: Nampula City

Plan is an Equal Opportunity Employer and as such qualified female candidates are highly encouraged to apply.
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Child Protection Policy.
As an international child-centered community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.
Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community