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.

Front Office and Administration Clerk

Location: Harare Country Office

Job Description

Reporting to the Administration Assistant, the Front Office and Administration Clerk

Is responsible for the management of country telephone and unified communications

technology platform to ensure seamless communications both internally and with

external parties. The role supports the Administration Assistant with hotel bookings for

staff accommodation and conferences

Accountabilities

• Operates the main digital telephony platform, hardware and software to ensure the uninterrupted access of all Plan International Zimbabwe staff to internal and external telephone communications.
• Answers all incoming telephone calls and directs them to the appropriate staff or departments and takes messages when necessary
• Monitors the performance of the automated telephone system and escalates any issues to the Administration and/or IT.
• Obtains billing information from telephone service providers and prepares billing schedules for all offices and departments and circulates. Prepares all billing related payments.
• Acts as the liaison with the vendors and technical support organisations for the telephone system for fault resolution, regular maintenance, troubleshooting and upgrades.
• Provides timely notification to all staff on any issues affecting the smooth operation of the telephone system.
• Collects and verifies the Plan International Zimbabwe directory information, to include usernames, telephone and extension numbers, addresses, etc. and performs data entry into the computerized database for inclusion in the organisation’s directory.
• Mail management including logging and routing incoming mail, and preparation of outgoing mail.
• Trains new staff on the operation of the telephone system.

Other key deliverables including:

• Maintaining good inter-team communications, engender good team dynamics;
• 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: 

• 5 “O” Levels including English
• Diploma in Business Studies or Secretarial Studies is essential.
• A public relations qualification will be an added advantage
• Minimum 3 years’ experience in a front office role.

Skills

• Demonstrated ability to uphold telephone etiquette and uphold telephone call management protocols.
• Ability to multitasking as the incumbent maybe required to attend to other duties.
• Problem solving
• Excellent oral and written communication
• Proficiency in computer skills

Behaviours

• Self-managed and motivated
• Inclusive, consultative and adaptive in development stage, decisive backed up by good communications at the delivery stage.
• Clear role model for the implementation of Plan’s Values.

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 (Harare)

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.