Administration & Logistics Assistant – Plan International

Administration & Logistics Assistant  – Plan International

Organisation:  Plan International

Duty Station:   Uganda

Reports to:  Administration

Plan International
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.

The Building
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:  

Admin Logistical

  • 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
  • Perform
    procurement tasks that may be delegated by the Administration Coordinator.
  • Based on
    received request, book hotel services for accommodation and workshops as
  • Writing
    orders in the line of responsibility and drafting related correspondences.
  • Monitor
    the usage of stationery and order for replenishment as and when necessary.

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
  • As
    delegated by the Procurement and Administration Coordinator, perform the tasks
    in line with established procedures and policies.

Qualifications, Skills and Experience:

  • The
    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.
  • A
    minimum of two 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

All Qualified
candidates please apply online at the link below.

Deadline: 10th July 2020

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