Admin Assistant at Plan International

Key Responsibilities and Primary Work Activities

Front Office Management (25%)

• Serve as the initial point of contact for all incoming visitors and manage the organization’s switchboard, redirecting inquiries to the appropriate departments or staff members.
• Take responsibility for the opening, closing, and access control of the office, utilizing the installed security system at the main door.
• Ensure timely payment of all utility bills.
• Collaborate with the Procurement and Administration Coordinator to ensure the annual renewal of all relevant county government permits.
• Manage incoming and outgoing mail and parcels, maintaining proper records for tracking purposes.
• Handle the office’s petty cash float, following expenditure guidelines.
• Ensure proper filing of all administration-related documents.
• Manage office stationery and kitchen supplies, overseeing issuance and maintaining accurate records.

Administration (15%)

• Provide administrative and logistical support for conferences, workshops, and meetings, including hotel reservations.
• Ensure strict compliance with established policies under the overall finance and administration guidelines for the Satellite office.
• Develop and maintain administration systems, including the organization and confidentiality of office documentation and information for easy access and readiness for internal and external audits.
• Coordinate the maintenance and scheduling of Satellite office vehicle(s), ensuring valid insurance coverage.
• Organize travel arrangements for Satellite office staff, volunteers, and visitors, adhering to Plan’s travel policies and procedures.
• Oversee cleaning services to maintain office cleanliness.

Procurement, Warehousing, and Assets Management (20%)

• Coordinate all procurement activities for the Satellite Office, ensuring compliance with policies, guidelines, and regulations.
• Produce accurate logistics reports for the Integrated Senior Project Coordinator.
• Manage office stores and control assets/inventory.
• Maintain an updated asset register, including the safekeeping of organization assets, purchase contracts, ownership documents, service contracts, and conducting periodic physical stocktakes.
• Ensure transparency and integrity in procurement processes, aligned with Plan’s policies and guidelines.
• Receive and review procurement requests, select vendors, and facilitate the issuance of approved Purchase Orders (LPOs).
• Collaborate with requesters to ensure timely receipt of goods and services, with proper documentation.
• Process payments and submit documentation to Finance in a timely manner.
• Maintain a comprehensive filing system for all procurement documents.
• Update and share the weekly procurement tracker.

Capability Building and People Management (10%)

• Foster a positive team working environment in line with Plan’s purpose and values.
• Assist in coordinating the orientation of new staff.
• Promote and adhere to Plan policies and procedures, including Gender Equality Mainstreaming, Child Protection Policy, Code of Conduct, and related mandatory reporting responsibilities.

Financial Responsibility (10%)

• Make payments for program support expenditures in accordance with Plan’s policies and procedures.
• Manage petty cash floats, both in the office and at the bank, ensuring sufficient funds for PU requirements.
• Prepare and submit accurate and timely financial reports.

Risk Management (10%)

• Identify and manage administrative and logistics risks related to the PU.
• Ensure compliance with Plan Kenya and donor requirements and regulations in all administrative and logistical tasks.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understand and adhere to Plan International’s Safeguarding and GEI policies and Code of Conduct, reporting and managing concerns following the appropriate procedures.
• Contribute to Plan International’s global efforts to ensure safeguarding and GEI.

Other Duties (5%)

• Perform other tasks as assigned by the Line Manager.

Qualifications and Experience Required:

• Bachelor’s degree in business or public administration, procurement and logistics, supply chain management, or a related field.
• At least 1 year of relevant experience in administration, logistics, procurement, or HR, preferably in a similar role within an NGO.
• Excellent interpersonal skills, flexibility, and a strong team player.
• Effective team management and supervisory skills.
• Proficiency in office management.
• IT and computer skills.
• Knowledge of filing and general record-keeping.
• Proactive with excellent time management abilities.
• Strong attention to detail.
• Competency in telephone operation.
• Hands-on experience and proficiency in Enterprise Resource Planning, e.g., SAP.