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Adminstration Assistant

Date: 25-Nov-2022

Location: Lira, Uganda

Company: 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.

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Job Title

Administration Assistant

Function

Operations

Supervises

N/A

Reports to

Program Area Procurement and Administration Coordinator

Location

Lira

Travel required

10%

Effective Date

November 2022

Grade

Level 12

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.

The Procurement Assistant supports the procurement process through effective and efficient procuring of goods and services by making wise and proper procurement decisions as guided by the Procurement officer, responding to internal clients, monitoring updating supplier information and, participating in the bidding and prequalification exercise.

ROLE DIMENSIONS:

The Administration Assistant lays a critical role I making sure things happen. S/he's responsibility is to ensure all the paper work required for the efficient procurement service delivery is available the job holder verifies documentation to ensure accuracy and alerts when aspects of the procurement process are being hindered.

This role is operational in nature is guided by procedures. working across departments ensuring processes and systems are adhered to at all times. The role requires strong communication skills, an appreciation of detail and to have good relationship management skills.

This position will support projects ensuring that project information are filed and kept in safe and protected environment in an accessibly format. The project supported has both moveable and fixed equipment in various field locations. To manage this, the job holder is required to develop a strong asset and inventory management system

The job holder is required to have an understanding and appreciation of administration and procurement. This requires the job holder to:

• Good Knowledge of hospitality and public relations procedures and familiarity with best HR practices will be key in executing this job

  • Front desk knowledge and people management skills will be an added requirement

• Able to uphold and respect procurement ethics and to conduct activities with integrity; • A team player who demonstrates patience, flexibility and honesty.

Level of contact with children

This position has been classified as “mid contact”: Occasional interaction with children

Key result areas:

KRA 1: Administration Planning 

Assist in the management of the front desk ensuring high professionalism in handling visitors

Working with line managers and other functions to ensure all relevant documents are available and accessible to staff and partners. Supporting staff to correctly use the documents and systems 

Ensuring that pooled resources are efficiently and equitably utilised by all staff

Preparing all required documentations for payments to service providers and ensuring payments are done within the required time

Manage and maintain good relation with partners, stakeholders, service providers and beneficiaries

KRA 2: Procurement Management 

Participate in the purchasing process of goods, works and services according to the required specifications, quality and timelines and in accordance with the procurement plan

Consult with users in order to fully understand their requirements and advise them as appropriate

 Place orders for goods, works and services and follow up to ensure timely and accurate delivery.

Receive invoices from suppliers, liaising with the end-users to verify validity; negotiating with suppliers to reconcile any divergence from what was ordered/contracted for

 Passing verified invoices from suppliers to the stores ensuring that all supporting documents are in place and checked according to PIU policies and procedures

Investigate receipting/invoices & delivery queries and report to the Procurement Officer

KRA 3: Risk & Compliance Management  

Keep up-to-date and ensure full understanding and implementation of relevant global and regional policies and procedures, as referenced in the Supply Chain Manual and Management Standards.

KRA 4: 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

Minimum of a Degree in relevant field e.g. procurement and logistics, Business Administration, Supply Chain Management.

At least 2 years of progressively responsible experience in procurement and administration preferably in an INGO.

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;

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 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 analytical skills as required to obtain and process information and numerical data from a range of sources and use the insights gained to inform decisions or communications.

Good understanding of key risk-related policies, procedures and standards, (for instance, good practice in Child and Youth Safeguarding and Protection; Gender, equality and inclusion; Counter fraud; Safety and Security); solid track record of compliance

Good written and spoken communication skills, including in [any required language], 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

Good Knowledge of procurement procedures and familiarity with procurement best practices.

Good working knowledge of MS Office application (Word, Excel), email and able to easily navigate the internet

A self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines

Strong understanding and appreciation of donor related rules and regulations and the PPDA Act

Location: Lira

Type of Role: Fixed Term

Reports to: Program Area Procurement and Administration Coordinator

Grade: Level 11

Closing Date:0 8/12/2022

 

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

 

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

 

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

 

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

 

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

 

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.