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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.

Click
Here

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: 16^th June 2020

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