Organisation: Plan International
Duty Station: Uganda
Reports to: Administration
is an independent development and humanitarian not for profit organization 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 its 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 have been building powerful partnerships for
children for more than 75 years, and are now active in more than 70 countries.
Community Resilience for Protection of Refugees and Host community Children and
Adolescents in West Nile Project, aims to contribute to building protective
environments for refugees within refugee settlements and host communities to
ensure children and adolescents affected by the crisis thrive and feel safe
from all forms of violence, including SGBV, and, have access to appropriate age
and gender responsive protective services. It is a 24 month emergency response
project funded by the Ministry for Development Cooperation Belgium through Plan
International Belgium National Office (BNO). It will be implemented in West
Nile covering: Rhino Camp in Madi-Okollo and Arua and Bidibidi Refugee settlement
in Yumbe and host communities where these settlements are located.
Job Summary: The Administration and Logistics Assistant
supports the Administration department in facilitating effective implementation
of BNO -BCRP Project activities to ensure project results are delivered in time
and in line with project proposal, PIU West Nile emergency response strategy as
well as Direction générale de la Coopération au Développement – DGD
Key Duties and Responsibilities:
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.
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.
active orders to determine delivery status and follow up with vendors to assure
with staff concerning delivery progress; maintain records to record receipt of
procurement tasks that may be delegated by the Administration Coordinator.
received request, book hotel services for accommodation and workshops as
orders in the line of responsibility and drafting related correspondences.
the usage of stationery and order for replenishment as and when necessary.
Management of front
desk and switch board:
announce and direct visitors to staff at Office in a courteous manner. As
requested, make appointments.
reception area in an orderly manner to include updated reading materials, clean
and organized arrangement, and easy access of visitors to beverages.
incoming calls and place outgoing calls and handle incoming and outgoing
correspondences addresses to Plan.
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.
and suggest solutions related to improvement or malfunctioning of the
switchboard to your supervisor.
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.
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:
reconciled Petty Cash Ledger by making entries into the ledger book to ensure
that daily cash at hand reconciles with book balances.
petty cash payments against accurately completed and approved petty cash
petty cash replenishment as and when there are minimum balances and keep safe
custody of the petty cash balances.
the absence of customer care officer at reception, cover the reception desk and
perform core activities of customer care desk.
Plan events, workshops and other related functions as agreed with the
delegated by the Procurement and Administration Coordinator, perform the tasks
in line with established procedures and policies.
Qualifications, Skills and Experience:
applicant for the Plan International Administration & Logistics Assistant –
BNO Project job must hold 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.
minimum of two years of working experience in a relevant field.
in use of Microsoft Office applications i.e. Word, Excel and Power Point.
and willingness to learn and travel to the field
well organized and able to work under pressure
International’s Values in Practice
open and accountable
a culture of openness and transparency, including with sponsors and donors.
self and others accountable to achieve the highest standards of integrity.
and fair in the treatment of people.
about mistakes and keen to learn from them.
for ensuring we are a safe organization for all children, girls & young
candidates please apply online at the link below.
Deadline: 10th July 2020