Plan International Administration & Logistic Assistant Jobs in Uganda

Plan International Administration & Logistic Assistant Jobs in Uganda



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.

    Role Purpose

  • Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.

  • We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives.

  • We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future.

  • We place a specific focus on girls and women, who are most often left behind.

  • We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

    Dimensions of the Role

  • The position will be based in Arua or Yumbe Office

  • The position has no approval authority and supervises Drivers and Welfare Assistants.

  • The position directly supports the Administration department and works closely with Administration Coordinator in execution of the duties.

    Accountabilities

    Key Responsibilities of this Position

    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.

    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.

    Key relationships

    Internally

  • This position reports to the Administration Coordinator

    Externally

  • position works in close consultation and with supervision from the Administration Coordinator.

  • He/she works on daily basis with all project staff and ERM. with visitors with vendors

    Technical expertise, skills and knowledge

  • Knowledge, Skills, Experience, Attitudes and Behaviours Required to Achieve Role’s

    Objectives

  • A Bachelor’s Degree in business Administration, Bachelor of Commerce, Accounting, Arts, Social Sciences, Administration, Bachelor of logistics and procurement management, or another related field.

  • At least 2 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

  • 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 organization 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 maximizes 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

  • 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.

    Physical Environment

  • Typical desk office work which requires long hours of working in a hot and dry climate, and in other days in a rainy season.

  • Level of contact with children

  • Very low frequency of interaction with children

    Children and Young people safeguarding Policy Responsibilities (mandatory for all staff)

  • Adhere to the children and young people safeguarding policy and Code of Conduct

  • Desist from all forms of child abuses including sexual, emotional, physical and or neglect.

  • Desist from behaviour that paces children at risk of harm, exploitation or abuse

  • Responsible for implementation of the children and young people safeguarding policy standards and Code of Conduct as they apply to area of responsibility.

  • Ensure that all Plan International partners, visitors and associates in his/her area of responsibility are provided with, are made aware off and have signed and returned a copy of the children and young people safeguarding policy and Code of Conduct.

  • Inform the partners, visitors and associates that they must comply with the policy in all contacts and communications with children during their visit.

  • Report all child safeguarding concerns that have come to his or her knowledge within 12 hours using the approved reporting and responding procedures.

    How to Apply

    For more information and job application details, see; Plan International Administration & Logistic Assistant Jobs in Uganda

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