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Closing: Aug 14, 2022

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Published: Jul 21, 2022 (19 days ago)

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Job Summary

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Qualifications

Higher diploma in Administration, Business, Education and/or a relevant field from a recognised university

At least 2 years’ experience working areas of administration, operational support, and management, in relatively large organisations of similar complexity to PIU



Responsibilities

Qualifications

Higher diploma in Administration, Business, Education and/or a relevant field from a recognised university

At least 2 years’ experience working areas of administration, operational support, and management, in relatively large organisations of similar complexity to PIU



KRA 1: Reception Service

Manage an efficient and well-informed front desk; represent the PIU's brand by ensuring that visitors and all incoming and outgoing communications are handled with maximum efficiency and professionalism:

Ensuring that the visitor reception area, front desk and compound are clean, tidy and attractively arranged at all times

Receive visitors and incoming communications cheerfully and efficiently; deal with any client, staff, visitor, and consultant requests, immediately if possible, referring to relevant personnel when necessary

Receive incoming calls and place outgoing calls; handle incoming and outgoing correspondences

Process courier deliveries, mail, receipt of clients, documents, and correspondence

Develop and regularly maintain updated office telephone directories and telephone logs; Report and suggest solutions related to the improvement or malfunctioning of the switchboard

KRA 2: Facilities Management & Maintenance

Manage the office facilities ensuring an appropriate standard of health, safety, security, and environment is maintained at all times:

Ensure that all routine maintenance is carried out to keep facilities in a safe and attractive condition, liaising with service providers (e.g., electricians, carpenters, builders) to ensure that quality work is done

Develop and implement a system for recording and responding swiftly to maintenance requests (giving priority to matters of safety), ensuring that the assets staff are using are safe and fully functional; participate in health and safety audits

Support the Administration Manager with matters relating to staff safety and security.

Monitor front office equipment (telephones, computer, seating) and ensure it is in good working order at all times (includes scheduling regular maintenance), follow up on payment of utility bills

Manage the office first aid kit

As requested by management, take responsibility for opening and closing the office; when closing, ensure that all doors and windows are shut and adequately secure

 

KRA 3: Administrative & Logistical Support

In collaboration with the Program Area Admin & Procurement Coordinators, provide logistical support necessary for timely completion of PIU's projects:

Liaise with the Program Area Admin & Procurement Coordinators to ensure that appropriate contracts/agreements are drawn up with vendors of office supplies or services (e.g., travel agents, cleaning services & hotels)

Maintain good relationships with the vendors of office services; ensuring that PIU's expectations are clearly communicated, met, and timely payments are made in return for administrative related services.

Oversee the office supplies; ensuring that the correct levels of required supplies are kept in stock, re-ordering when necessary, and ensuring that supplies are kept secure and in good condition

Prepare monthly inventory reports for office stationery and consumables for Administration Manager’s review before replenishments are done.

Liaise with the finance department to ensure that payments are made to vendors

Oversee an efficient store management system that ensures the availability of the appropriate store items for smooth office operations (office supplies & stationery) as and when required:

Implement the stock control systems and procedures, aiming to make available necessary items for operation and keep an up-to-date inventory/ stores schedule detailing items on hand and location

 

KRA 4: Risk & Resource Management

Ensure risk and resource management of the front desk, telephone communications and petty cash function in compliance with PIU's policies and procedures:

Work together with the Administration Manager to identify and manage all risks associated with reception

Prepare for and support audits; ensure that any corrective actions relating to front desk management, telephone communications and executive office assistance are closed out in a timely manner

Prepare and share reports concerning reception services and first instance communication, as requested by Human Resources

Maintain reconciled Petty Cash Ledger by making entries into the ledger book to ensure that daily cash at hand reconciles with book balances

Support the finance team with the timely payments of appropriately approved petty cash request

 

KRA 5: 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 manage


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