Administration Secretary & Receptionist

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 know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. 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.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

The opportunity

• Control in-coming and out-going mail, and manage correspondence and filing system;
• Receive and communicate properly with individuals coming into the organization and direct them to the appropriate office/person after checking with the staff that they want to meet;
• Make and answer telephone calls in a courteous manner with internal and external persons and direct them to the concerned individuals;
• Assist on operating office machines such as fax, photocopier, printer, scanner, etc;
• Receive and ensure all incoming newspapers, journals, magazines, publications are in good order;
• Handle petty cash and other Admin matters;
• Maintain the reception area in clean, attractive and organized manner at all times;
• Make contacts with relevant persons; send invitation letters, and other logistical functions related to conferences or workshops;
• Receive guests from Regional and International offices and provide them with logistical and administrative support;
• Assist other staff in cataloguing and filing resource materials and publications, and distribution of such materials;
• Assist in obtaining quotations, preparing quotation summary and participating in decisions;
• Perform all HR Administration tasks such as employee filing, leave days control, medical aid control, etc.

About You

• Bachelor degree in Administration;
• Minimum of Grade 12 Certificate or Secretarial certification or related field;
• A minimum of five (5) years relevant experience working in a reputable NGO;
• Ability to work under pressure, Greater attention to detail;
• Punctuality, Good organizational skill;
• Excellent interpersonal skills;
• Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet;
• SAP.

Click here to access the full Job Description: Administration Secretary & Receptionist

Location: Nampula

Type of Role: Permanent

Reports to: Procurement, Logistics & Security Coordinator

Grade: 11, (Pay range 544 200MT a 612.225,72MT annual gross) Plan reserves the right to pay according to internal procedures

Closing Date: 01 July, 2024

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.