Administration Assistant – Bulawayo
Location: Bulawayo, BU, ZW
Company: Plan International
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 (Bulawayo Program Area) Job Description
Dimensions of Role
Reporting to the Program Area Manager the incumbent is responsible for providing competent program and administrative services to the Program Area (PA).This person will supervise the drivers and Office Assistant.
Front office services
Courteously attending to PA visitors and their inquiries, mail handling, faxing and all telephone calls from the switch board or office telephone lines as applicable.
Maintain a telephone and address list for all PA staff and frequent PA contacts and other relevant stakeholders.
Provides 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 PAM’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 Measurement Reports.
With support from CO handles local recruitment of staff for Temporary appointments and Interns
Supervises and allocates duties to Drivers
Assists the PA in procurement of goods and services
Supports the Admin and Procurement Coordinators 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 the 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.
Receive and record in the stores register all office supplies within 24 hrs 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.
Provides support in receiving PU project materials and supplies ensuring proper record keeping.
Issues out supplies as per Plan procedures.
Perform PPM in SAP Administration functions for the PA.
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 safe keeping of Project Outlines (POs) for the PA.
Child Protection & gender equality mainstreaming
Promotes and abides by Plan policies and procedures including but not limited to: Gender equality mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.
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
High level of integrity, innovativeness, analytical skills
Excellent communication and facilitation skills
Good time management and interpersonal skills
Good report writing skills
Ability to organize own work and work independently
An effective team player
Assertiveness and shows cultural sensitiveness
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 (Bulawayo)
Type of role: Fixed Term Contract
Closing Date : 17 May 2019