Admin Assistant at Plan International

  • Full Time
  • Nairobi

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.

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