Administration Assistant at Plan International, Bulawayo, Zimbabwe

Deadline: 17 May 2019

Plan International is currently seeking applications from the eligible applicants for the post of Administration Assistant in Bulawayo, Zimbabwe.

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The Administration Assistant will be responsible for providing competent program and administrative services to the Program Area (PA).

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

Key Jobs Responsibilities

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The Administration Assistant will perform the following functions-

  • Front office services
    • Courteously attending to PA visitors and their inquiries, mail handling, faxing and all telephone calls from the switch board or office telephone lines as applicable.
    • Maintain a telephone and address list for all PA staff and frequent PA contacts and other relevant stakeholders.
    • Provide support by ensuring faulty telephone lines, fax and email system where applicable, are attended to in a timely manner.
  • PA Administrative services
    • Respond effectively to all PA correspondences.
    • Organize PA functions such as meetings and workshops, travel and accommodation arrangements.
    • Manage the PA filing system.
    • Compile and circulate quality PA minutes within 3 working days.
    • Keep an up to date diary for the PAM’s appointments.
    • Disseminate PA reports and documents to other Plan offices and relevant stakeholders as appropriate.
    • Prepare monthly Leave management and preparation of the People Measurement Reports.
  • Petty cash management
    • Receipt all the cash/cheques received for the Plan Office and forwarding the same to Accounts for banking purposes.
    • Issue out and maintain the petty cash imprest within the approved policy limits.
    • Reconcile petty cash book and vouchers on a daily basis.
    • Ensure petty cash is securely kept.
  • Stores management
    • Receive and record in the stores register all office supplies within 24 hrs of receipt
    • Replenish stocks of essential items as per re-order level to ensure that PA office supplies are well managed by ensuring that essential stocks are replenished before they run out.
    • Produce monthly stores reports timeously.
    • Provide support in receiving PU project materials and supplies ensuring proper record keeping.
  • Programming duties
    • Perform PPM in SAP Administration functions for the PA.
    • Participate in the preparation of PA Long Term Plans, Annual Plans and Modification.
    • Conduct SAP daily backups, as well as weekly Imports and Exports.

Eligibility Criteria

Applicants must have-

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  • Higher National Diploma in Secretarial Studies, Business Administration or equivalent qualification from a recognized institution.
  • Minimum 5 ‘O’ Level passes including English Language and Mathematics.
  • At least 5 years relevant working experience as a Personal Assistant or Administrative Assistant.
  • Ability to interpret and work in accordance with laid down procedures.
  • High level of integrity, innovativeness, analytical skills.
  • Excellent communication and facilitation skills.
  • Good time management and interpersonal skills.
  • Good report writing skills.
  • Ability to organize own work and work independently.
  • Nationality of Zimbabwe.

How to Apply

Applicants must submit their applications through online process.

For more information, please visit Plan International.

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