Plan International
DUE: 14 FEB 2023
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
Location: Kwekwe Program Area
Job Description
Reporting to the Program Area Manager, the Administration Assistant supervises the Drivers and Office Assistant and coordinates approval of Program Outlines at the Program Area (PA) Level.
Accountabilities
Front Office Services
Courteously attending to PA visitors and their inquiries, mail handling and all telephone calls from the switchboard or office telephone lines as applicable
Maintain a telephone and address list for all PA staff and frequent PA contacts and other relevant stakeholders
Provide 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 Program Area Manager’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 Measures Reports
With support from CO handles local recruitment of staff for Temporary appointments and Interns
Supervises and allocates duties to Drivers
Assist with PA in procurement of goods and services
Support the Admin and Procurement Coordinator 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 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
Stores Management
Receive and record in the stores register all office supplies within 24 hours 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
Provide support in receiving PA project materials and supplies ensuring proper record keeping
Issues out supplies as per Plan procedures
Programming duties
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 safekeeping of Project Outlines (POs) for the PA
Other key deliverables including:
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:
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
Skills
High level of integrity, innovativeness and analytical skills
Excellent communication and facilitation skills
Proficiency in MS office tools
Good time management skills
Excellent interpersonal skills
Good report writing skills
Behaviours
Ability to organize own work and work independently
An effective team player
Assertiveness and shows culture sensitiveness
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
Promotes a culture of openness and transparency, including with sponsors and donors.
Holds self and others accountable to achieve the highest standards of integrity.
Consistent and fair in the treatment of people.
Open about mistakes and keen to learn from them.
Accountable for ensuring we are a safe organisation for all children, girls & young people.
We strive for lasting impact
Articulates a clear purpose for staff and sets high expectations.
Creates a climate of continuous improvement, open to challenge and new ideas.
Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
Evidence-based and evaluates effectiveness.
We work well together
Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
We empower our staff to give their best and develop their potential.
We respect all people, appreciate differences and challenge equality in our program and our workplace.
We support children, girls and young people to increase their confidence and develop agency to change their own lives.
TO APPLY
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.
CLICK HERE TO APPLY
This position is open to Zimbabwean nationals
Location: Zimbabwe (Kwekwe)
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.