Full Job Description
ADMINISTRATIVE ASSISTANT - TAMALE
Date: 19 Apr 2024
Location: Tamale,
Ghana
Company: Plan International
The Organisation
Plan International is an
independent development and humanitarian organisation that advances
children’s rights and equality for girls. We believe in the power and
potential of every child but know this is often suppressed by poverty,
violence, exclusion and discrimination. And it is girls who are most
affected.
Working together with children, young people,
supporters and partners, we strive for a just world, tackling the root
causes of the challenges girls and vulnerable children face. We
support children’s rights from birth until they reach adulthood and we
enable children to prepare for and respond to crises and adversity. We
drive changes in practice and policy at local, national and global
levels using our reach, experience and knowledge.
For over
85 years, we have rallied other determined optimists to transform the
lives of all children in more than 80 countries.
We won’t
stop until we are all equal.
THE OPPORTUNITY
Plan International Ghana is looking for a young talented,
enthusiastic and qualified professional to join our team as an
Administrative Assistant. The role is based in Tamale and the
successful candidate will largely be responsible for ensuring that
communication between Plan’s internal and external audience is
conducted in a seamless and professional manner whiles providing
administrative back-up and secretarial support services to facilitate
the implementation of program activities in the Northern Program
Impact and Influence Area office and the Program Unit.
MAIN ACCOUNTABILITIES
Receives incoming and makes
out-going calls and records them to ensure a free flow of information
towards effective implementation of work as well as keep track of
calls for review and allocation of cost towards the reduction of
telephone bills. Keeps, maintains and manages the front
desk to receive both internal and external clients as well as enhance
the image of the organization without any disruption of work or
complaints from the public. Receives visitors and directs
them appropriately to provide effective client service and always
maintains a good working relationship with the public without any
negative feedback. Ensure the reception area is never
left idle. Always find a suitable replacement when not present at the
reception. Keep record of incoming and outgoing mails and
document to ensure the effective outflow of work without any reports
of missing documents or mails. Provides logistical support
for in-house training, staff meeting and travels to ensure the
successful organization of such events without any adverse complaints
about the adequacy of logistic items. Assists in the
preparation of material receiving report to account for and keep a
track of all items ordered for program implementation without any
losses incurred by Plan Ghana. Responsible for the
management of petty cash to ensure the effective disbursement,
utilization and account of petty cash without any reports of
mismanagement or misappropriation of funds. Assists in the
receipt and banking of funds received to keep a track of funds for
program activities and always ensures the security and safeguarding of
funds without any reports of loss of funds. Always adheres
to Plan’s Child Protection Policy to safeguard and protect the child
without any reports or incidents of child abuse. Performs
any other duties related to the role that may be assigned from time to
time to ensure the effective implementation of the Country’s program.
Follow up, collect and collate monthly over-time work
sheets from drivers across Program Influencing and Impact Area and
submit to Administrative Coordinator at CO per the deadline.
Liaises and/or assists the People & Culture Department in the
coordination, induction and introduction of recruits to the NPIIA
office to enable a smooth settling in of new starters. (E.g. Sitting
position, knowledge of office environs.) Purchase of
office supplies and maintenance of store room inventory; this includes
tracking and notifying the Supply Chain Specialist when items are at
the established critical levels. Inventory of stock should never go
beyond critical levels established. Upon notice by the
Supply Chain Specialist, coordinate the repair and maintenance of
office equipment and machinery. Any other tasks deemed
appropriate and commensurate with the position’s level of
responsibility. Maintain a register for fixed and low
value assets and lead a team to conduct annual verification.
Schedulling of vehicles and recording of vehicle travel data into
trackpoint before the deadline. Receive goods and enter
them into SAP after ensuring everything is correct.
THE INDIVIDUAL
Qualification and Experience
Diploma/HND in Secretary-ship, Management Studies or
equivalent At least 3 years working experience in a
similar position. Experience working with an
international NGO would be an advantage Skills
Skills Specific to the post needed to put knowledge into
practice.
Good communication and ICT skills
Good inter-personal skills Good client/customer relations
Good writing and reporting skills Strong team
player High level of discretion and responsibility
Good Planning & organizational skills Culturally
sensitive Behaviour
Demonstrated
behaviors needed by the post-holder to successfully perform the role:
Timeliness and proactive in the discharge of duties
Good planning organizational abilities Communicates
in a manner that inspires confidence and professionalism
Good human relations and listening abilities Open to
feedback and willingness to adopt to new approaches and processes
Ability to inter-face with all levels of management
Analytical and pays attention to detail Good team
player Safety and security conscious
Location: Tamale, Ghana
Type of Role:
Administration
Reports to: Supply Chain Manager
Job Type: Fixed Term Contract
Closing Date: 3rd May, 2024
Equality, diversity and
inclusion is at the very heart of everything that Plan International
stands for.
We want Plan International to reflect the
diversity of the communities we work with, offering equal
opportunities to everyone regardless of age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity,
race, religion or belief, sex or sexual orientation.
Plan
International is based on a culture of inclusivity and we strive to
create a workplace environment that ensures every team, in every
office, in every country, is rich in diverse people, thoughts, and
ideas.
We foster an organisational culture that embraces our
commitment to racial justice, gender equality, girls’ rights and
inclusion.
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.
This means that we have particular responsibilities to children that
we come into contact with and we must not contribute in any way to
harming or placing children at risk.
A range of
pre-employment checks will be undertaken in conformity with Plan
International's Safeguarding Children and Young People policy. Plan
International also participates in the In line with this scheme we
will request information from applicants previous employers about any
findings of sexual exploitation, sexual abuse and/or sexual harassment
during employment, or incidents under investigation when the applicant
left employment.