BACKGROUND

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years’ experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.

Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.

Plan International Tanzania has responded to the Burundian Emergency program in Kibondo and Kasulu since October 2015 due to Burundian refugees’ influx with special focus on Case Management, Psychosocial support activities and Education in Emergencies (EiE).

role PURPOSE

The Administration and Store Assistant will provide office services by implementing administrative systems, procedures and policies and stock management for the emergency response programme

Dimensions of the Role

The post holder will manage the ffront desk/reception operations, including welcoming visitors, ooffice cleaning and management of cleaners, ooffice supplies, stock management, managing minor office maintenance and ccoordinating use of Kibondo office meeting room.

Accountabilities

Typical Responsibilities - Key End Results of Position

1. Manage front desk/reception operations to ensure smooth administration of office operations.

• Provide general support to visitors, receive and assist them to the office, courteously attend to visitors at the reception and help them with their inquiries.
• Coordinate use of meeting rooms, availability of relevant equipment and refreshments when specifically required
• Receive and respond to all internal and external queries at the reception.
• Receive and dispatch all office documents, mail, tenders and parcels for distribution to the respective units.
• Receive all letters received for the office, distribute and dispatch cheques/letters to staff and suppliers
• Handle sensitive information in a confidential manner.
• Maintain in support with IT, photocopy at the reception area, report any breakdown to ICT.
• Maintain organization image, well maintained and clean/tidy office

2. Office stores management.

• Receipt and issues of office and project supplies to include daily usage items stationery, sundries and any other stock items
• Timely update stores bin cards for consistency records on receipts and issues and stock on hand tracker
• Participate in the annual or bi annual stock taking to provide the records and all the necessary information
• Monitor and ensure optimum stock levels to avoid stock out and overstocking of office supplies.
• Ensure security of the store all the time, stores cleanliness and proper stock arrangements.

3. Organize Office meetings and venue bookings and preparing all required equipment for normal office meeting & workshops.

• Maintain and update venue booking register at Kibondo Office to ensure coordination to avoid any disruptions and efficient use of venue, supplies and equipment.
• Ensure the conference rooms are in a tidy condition all the time, with checking before and after meetings

4. Manage office cleaning and management of office cleanliness to ensure all time healthy working environment

• Manage cleaners to ensure cleaning materials are fully received and cleaning services is of the required Plan standards
• Monitor and track periodic cleaning, cleaner’s attendance, quantity and quality of supplies, all time cleanliness of the office as agreed in the contract, and ensure periodic office fumigation in all areas

5. Security management and implementation of policies:

• Ensures full control of all Plan visitors access to the office all time, signing visitors’ book, tracking their movement and location in the office and signing the register while exiting the building.
• Coordinate with the visitor host to meet the guest at the visitor’s host at the reception
• Ensure the safety of the office at all times by putting measures to mitigate against theft, or threat to office security.

6. Facilitate supplier and partner payments

• Act as the first point to compile suppliers and partners invoices and proof of delivery for submission to the procurement and logistics unit for final consolidation to ensure timely payments.

1. Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key relationships

The post holder will be required to maintain effective working relationship with administration, finance, executive office, programs and Plan visitors.

Technical expertise, skills and knowledge

Education and Experience

• Minimum Diploma in Business Administration, Procurement and Logistics Management, Financial Studies, Secretarial or Customer Service.
• Experience providing front office support in International NGOs is an added advantage

• Demonstrated relevant progressive experience in similar posts
• Fluent in English and Kiswahili languages-the ideal candidate should have excellent oral and written communication skills.

Skills

• Strong administrative skills or ability to learn
• Excellent communication skills
• Strong team player and motivational skills
• Proficient in computer skills

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

5. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
6. Builds constructive relationships across Plan International to support our shared goals.
7. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
8. Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

Typical office environment. The position will be based at Plan International Kibondo Office.

LEVEL OF CONTACT WITH CHILDREN

Low contact: No contact or very low frequency of interaction