Administration Assistant (NGO Career) at Plan International

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 85 years, and are now active in more than 75 countries.

ORGANISATION OVERVIEW & ROLE PURPOSE

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. However, this is often suppressed by poverty, violence, exclusion and discrimination, and it is girls who are most affected.
Working together with children, young people, our supporters and partners in more than 70 countries across Africa, Asia and the Americas, Plan International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reach adulthood. 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.

This role is primarily responsible for providing logistical support to the Programme Area Office. He/she will ensure that efficient and effective administrative routines are implemented.

ROLE DIMENSIONS:

The Administrative Assistant provides administrative support to staff and visitors in the Programme Area Office; the job holder interacts with key external stakeholders in the course of performing her/his duties as an Administrative Assistant at the front desk.

The Administrative Assistant is required to think ahead in order to envision the logistical and administrative details that are required for success – this can be around managing office supplies, utilities and stationery staff welfare organising maintenance of office equipment or ensuring that the front desk is staffed at all times. Good levels of proactivity are required.

This position is responsible for managing petty cash with a float limit of about Uganda Shillings 1,000,000 at any one time.

The Administrative Assistant needs to receive and process requests from visitors, ensuring that their needs are attended to, and also to anticipate the needs of staff for a conducive office environment. This requires the following skills:

Good listening skills and an ability to empathise with, and anticipate, the needs of others
Good customer service skills – willingness to go the extra mile and keen to deliver customer satisfaction
Good communications and public relations skills; especially an ability to communicate clearly and assertively on occasion
Good planning and organising skills, especially organising schedules for transport or maintenance
Level of contact with children

This position has been classified as “low contact”: Limited interaction with children

Key result areas:

KRA 1: Reception Service

Manage an efficient and well-informed front desk; represent the PIU’s brand by ensuring that visitors and all incoming and outgoing communications are handled with maximum efficiency and professionalism:

Ensuring that the visitor reception area, front desk and compound are clean, tidy and attractively arranged at all times

Receive visitors and incoming communications cheerfully and efficiently; deal with any client, staff, visitor, and consultant requests, immediately if possible, referring to relevant personnel when necessary

Receive incoming calls and place outgoing calls; handle incoming and outgoing correspondences

Process courier deliveries, mail, receipt of clients, documents, and correspondence

Develop and regularly maintain updated office telephone directories and telephone logs; Report and suggest solutions related to the improvement or malfunctioning of the switchboard

KRA 2: Facilities Management & Maintenance

Manage the office facilities ensuring an appropriate standard of health, safety, security, and environment is maintained at all times:

Ensure that all routine maintenance is carried out to keep facilities in a safe and attractive condition, liaising with service providers (e.g., electricians, carpenters, builders) to ensure that quality work is done

Develop and implement a system for recording and responding swiftly to maintenance requests (giving priority to matters of safety), ensuring that the assets staff are using are safe and fully functional; participate in health and safety audits

Support the Administration Manager with matters relating to staff safety and security.

Monitor front office equipment (telephones, computer, seating) and ensure it is in good working order at all times (includes scheduling regular maintenance), follow up on payment of utility bills

Manage the office first aid kit

As requested by management, take responsibility for opening and closing the office; when closing, ensure that all doors and windows are shut and adequately secure

KRA 3: Administrative & Logistical Support

In collaboration with the Program Area Admin & Procurement Coordinators, provide logistical support necessary for timely completion of PIU’s projects:

Liaise with the Program Area Admin & Procurement Coordinators to ensure that appropriate contracts/agreements are drawn up with vendors of office supplies or services (e.g., travel agents, cleaning services & hotels)

Maintain good relationships with the vendors of office services; ensuring that PIU’s expectations are clearly communicated, met, and timely payments are made in return for administrative related services.

Oversee the office supplies; ensuring that the correct levels of required supplies are kept in stock, re-ordering when necessary, and ensuring that supplies are kept secure and in good condition

Prepare monthly inventory reports for office stationery and consumables for Administration Manager’s review before replenishments are done.

Liaise with the finance department to ensure that payments are made to vendors

Oversee an efficient store management system that ensures the availability of the appropriate store items for smooth office operations (office supplies & stationery) as and when required:

Implement the stock control systems and procedures, aiming to make available necessary items for operation and keep an up-to-date inventory/ stores schedule detailing items on hand and location

KRA 4: Risk & Resource Management

Ensure risk and resource management of the front desk, telephone communications and petty cash function in compliance with PIU’s policies and procedures:

Work together with the Administration Manager to identify and manage all risks associated with reception

Prepare for and support audits; ensure that any corrective actions relating to front desk management, telephone communications and executive office assistance are closed out in a timely manner

Prepare and share reports concerning reception services and first instance communication, as requested by Human Resources

Maintain reconciled Petty Cash Ledger by making entries into the ledger book to ensure that daily cash at hand reconciles with book balances

Support the finance team with the timely payments of appropriately approved petty cash request

KRA 5: Safeguarding, Gender Equality & Inclusion

Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.

ROLE REQUIREMENTS:

Qualifications

Higher diploma in Administration, Business, Education and/or a relevant field from a recognised university

At least 2 years’ experience working areas of administration, operational support, and management, in relatively large organisations of similar complexity to PIU

Leadership Competencies

Myself as a Leader

Behaves in line with our values, bringing energy and commitment to the task of safeguarding girls, children, young people, vulnerable adults and colleagues; constructive and optimistic in facing challenges and change.

Lasting Impact

Focuses effort where it will make the best contribution to PIU’s purpose and strategic goals; takes the initiative to find new and better ways of doing work.

Open & Accountable

Understands and adheres to the policies, processes, practices and standards relevant to own work; honest and efficient in use of resources, including own time.

Work Well Together

Acts as a good team player, communicating effectively and being open and supportive towards those around them; is aware of the potential impact of their behaviour on others and makes sensitive choices.

Inclusive & Empowering

Collaborates with team members, colleagues and partners in an active and engaged manner; shares information, experience and ideas with the aim of helping or empowering others.

Skills & Knowledge

Takes responsibility for own performance and development: reflecting, seeking and listening to feedback, learning from mistakes, finding people or resources to help them learn, keeping knowledge and skills up to date.

Critical Business Management Competencies

Good understanding of broad trends in the development and humanitarian sector and key external organisations relevant to PIU’s administration and operation.

Good track record of planning and organising work effectively; managing time to deliver results against agreed priorities, objectives and quality requirements, to time and within budget.

Good understanding of financial and procurement systems, with a good track record of complying with relevant procedures and controls.

Good track record of responding positively to organisational change initiatives; demonstrated openness to new ideas and willingness to put learning into practice in the workplace.

Good written and spoken communication skills, including in English, with an ability to effectively adjust content and presentation so as to connect with an audience.

Good teamworking skills, including an ability to listen well to others, appreciate viewpoints, and respond positively to diversity.

Critical Technical Competencies

Track record and demonstrated experience in office management

Experience in managing processes and analysing information

Fully conversant with Microsoft Office package, especially Word, Excel, PowerPoint and Outlook

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