Administration Assistant & Receptionist

THE ORGANIZATION

Plan International is a rights-based development and humanitarian organisation working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years and are now active in more than 70 countries

Our global strategy focuses on girls, as they are often the most marginalised and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over five (5) years to ensure they can learn, lead, decide and thrive. This is our contribution to achieving the sustainable development goals and, in particular, the goals of gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work

In Mozambique, we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane, Zambezia, Nampula and Cabo Delgado. These projects are programmed along four strategic pillars: Girl Education, SRHR, YEE and Protection. Our work is gender transformative and includes influencing work at national and sub-regional level.

ROLE PURPOSE

The purpose of this job is to provide secretarial and administrative support related to hotel, ticketing, and office security, to the country office staff and provide effective and courteous support or service to people contacting Plan Mozambique and promote a positive image of Plan.

In addition, the post holder is also responsible for managing office petty cash, proper allocation of office supplies, up-to-date general maintenance of PIMz offices, lease contract preparation, processing payments of lease agreements, overseeing office cleaning, office refreshment handling, team coordination, and conducting other related administrative activities.

Management scope, Reporting lines, key relationships

Reports to: Supply Chain and Security Manager

Direct Reports:  0

Key Relationships

Internal: The job holder has a close internal work relationship with the following departments/units and/or functions:

• Finance departments
• All Programs
• HR department

External: The job holder has a close external work relationship with the following:

• Hotels for seeking the required services and performance feedback
• Ticketing agents for seeking the required services and performance evaluation and feedback
• Security service providers for payment and feedback on their performance
• Taxi services for local/city traveling support
• Office landlord
• All office maintenance vendors

Level of Contact With Children 

Low contact: No contact or very low frequency of interaction

Physical Environment

The position is the typical office environment

Accountabilities and MAIN WORK ACTIVITIES

Front Desk Handling 

• Control incoming and outgoing mail, and manage correspondence and filing system.
• Handle both external and internal customers in 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 customers and direct them to the concerned individuals.
• Assist in operating office machines such as fax, photocopier, printer, scanner, etc.
• Receive and ensure all incoming newspapers, journals, magazines, publications are in good order.
• Maintain the reception area in a clean, attractive, and organized manner at all times.

Clerical and Administrative Support

• Make contacts with relevant persons; send invitation letters and other logistical functions related to conferences or workshops.
• Handle petty cash and other Admin matters.
• 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 summaries, and participating in decisions.
• Develop and maintain a database or roster of organizations and persons by sector and discipline to facilitate contacts and communication.
• Support programs in providing translation and interpretation services, backdrops, rollouts, and any other services upon request
• Support programs in requesting IT.com laptop maintenance service requests and provide feedback to the requester
• Work with the logistics officer in the clearing of goods from customs and dispatch the same to the PAs

Monitoring of Office Cleaning Service

• Support the Office Attendant in the inventory and distribution of cleaning and refreshment supplies
• Maintain contacts with external vendors to provide office disinfection and fumigation of the office

Payment Handling and Facilitation 

• Conduct effective and timely handling of bills of utilities including water, electricity, telephone, internet, office and expatriate house rent, and other utilities
• Follow up on and ensure the proper functioning of office equipment and telecommunications systems including office telephone, office fax, and satellite telephones for all offices in consultation with the line manager
• Collecting and charging overhead costs from different grant coordinators for telecom service, utility, office rent fee, fuel and other service payments
• Support the development of the administration budget and support the expenditure efficiency

Safety and Security 

• Support the direct supervisor on the management of day-to-day office security
• Ensure daily monitoring of G4s guards’ safety compliance
• Ensure lights and doors of office premises are switched off and the building is locked and secure at the end of the day
• Keep office surveillance footage functional at all times
• Keep track of office key handling and update the holder accordingly
• Perform other duties as instructed by the direct supervisor.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.

Technical expertise, skills, and knowledge

Essential

Gained through education, training, & experience

• Advanced secondary level and Secretariat course. Degree in Business Administration is an advantage
• A minimum of four (4) years of relevant experience working in a reputable NGO
• Ability to work under pressure,
• Greater attention to detail
• Punctuality, Good organizational skill
• Computer knowledge in Word processing and Spreadsheet
• Interpersonal/communication skill
• Good public relations skills
• Strong Analytical skills
• Ability to work well with others under deadline situations and respond to changes in priorities
• Ability to interpret and work in accordance with laid down procedures.
• Excellent interpersonal skills
• Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet
• Ability to multitask and deliver on set deadlines.
• Fluency in Portuguese
• Intermediate level of English

Desirable

• SAP

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organization for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners, and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

5. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
6. Builds constructive relationships across Plan International to support our shared goals.
7. Develops trusting and ‘win-win’ relationships with funders, partners, and communities.
8. Engages and works well with others outside the organization to build a better world for girls and all children.

WOMEN HIGHLY ENCOURAGED TO APPLY

Position based in Maputo

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Child Protection Policy. 

As an international child-centered community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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. We must not contribute in any way to harming or placing children at risk. 

Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

Disclaimer:

Plan International doesn’t charge any monies to applicants for employment opportunities. Some individuals are contacting people offering false employment opportunities. We take such a matter extremely seriously, and by making you aware of this, we hope to avoid and ultimately stop victims falling for this scam.