Adminstration/Secretary Vacancy-Job Ref: JKMZPLAN/0311/202050

Adminstration/Secretary Vacancy-Job Ref: JKMZPLAN/0311/202050

Inhambane,Mozambique

Job Description
Plan International is a rights-based development and humanitarian organization 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 has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.
In Mozambique, we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane Sofala, Nampula and Cabo Delgado provinces. These projects are programmed along our three strategic pillars: Girl Education, Sexual Reproductive Health Rights, Youth Economic Empowerment and climate change. 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 to the Program Area staff and provide effective and courteous support or service to people contacting Plan Mozambique and promote a positive image of Plan.

Dimensions of the Role
The role is fundamental to Plan as it contributes to building Plans image;
Ensure stakeholders get proper information required;
Hotel and travel bookings under the responsibility of the role;
Accountabilities
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.
Manage the agenda and support on all logistics required on daily basis for the Country Director.
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.
Develop and maintain a database or roster of organizations and persons by sector and discipline to facilitate contacts and communication.
Develop adequate understanding of the work of relevant organizations and persons to facilitate contact and communication.
Perform all HR Administration tasks such as employee filing, leave days control, medical aid control, etc;
Perform any other duties as assigned by the immediate supervisor.

Key relationships
Internal
Procurement, Logistics Coordinator
Works with the Project Managers, Project Officers, and other Program staff;
Finance Department
Program Area staff
All other Procurement and Logistics staff
Partner Operations (if any)
External
Suppliers;
Hotels;
Travel agents;
Technical expertise, skills and knowledge

Essential
Gained through education, training, & experience
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
Computer knowledge in Word processing and Spread sheet
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 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.
Desirable

SAP
Bachelor degree in Administration
We highly encourage Women to Apply

Location: Position based in Maxixe – Inhambane

Plan is an Equal Opportunity Employer and as such qualified female candidates are highly encouraged to apply.
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.

Please click on the button below to Apply.