Summary
Date Posted: Wednesday, October 26, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
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 this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
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.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.
Terms of reference for the Administration Consultant – Country Office.
Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
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. We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.
Purpose of assignment
The purpose is to offer maternity cover for the Administration Assistant for a period of 4 months and 13 days. S/He will provide administrative support to staff and visitors in the Country Office; the Consultant will interact with key external stakeholders in the course of performing her/his duties

Responsibilities and Scope of the consultancy.
KRA 1: Reception Service
• Manage an efficient and well-informed front desk; represent the PIU’s brand by ensuring that visitors and all incoming and outgoing communications are handled with maximum efficiency and professionalism:
• Ensuring that the visitor reception area, front desk and compound are clean, tidy and attractively arranged at all times
• Receive visitors and incoming communications cheerfully and efficiently; deal with any client, staff, visitor, and consultant requests, immediately if possible, referring to relevant personnel when necessary
• Receive incoming calls and place outgoing calls; handle incoming and outgoing correspondences
• Process courier deliveries, mail, receipt of clients, documents, and correspondence
• Develop and regularly maintain updated office telephone directories and telephone logs; Report and suggest solutions related to the improvement or malfunctioning of the switchboard

• KRA 2: Facilities Management & Maintenance
• Manage the office facilities ensuring an appropriate standard of health, safety, security, and environment is maintained at all times:
• Ensure that all routine maintenance is carried out to keep facilities in a safe and attractive condition, liaising with service providers (e.g., electricians, carpenters, builders) to ensure that quality work is done
• Develop and implement a system for recording and responding swiftly to maintenance requests (giving priority to matters of safety), ensuring that the assets staff are using are safe and fully functional; participate in health and safety audits
• Support the Administration Manager with matters relating to staff safety and security.
• Monitor front office equipment (telephones, computer, seating) and ensure it is in good working order at all times (includes scheduling regular maintenance), follow up on payment of utility bills
• Manage the office first aid kit
• As requested by management, take responsibility for opening and closing the office; when closing, ensure that all doors and windows are shut and adequately secure

• KRA 3: Administrative & Logistical Support
• In collaboration with the Administration and Procurement Managers, provide logistical support necessary for timely completion of PIU’s projects:
• Liaise with the Procurement Manager to ensure that appropriate contracts/agreements are drawn up with vendors of office supplies or services (e.g., travel agents, cleaning services & hotels)
• Maintain good relationships with the vendors of office services; ensuring that PIU’s expectations are clearly communicated, met, and timely payments are made in return for administrative related services.
• Oversee the office supplies; ensuring that the correct levels of required supplies are kept in stock, re-ordering when necessary, and ensuring that supplies are kept secure and in good condition
• Prepare monthly inventory reports for office stationery and consumables for Administration Manager’s review before replenishments are done.
• Liaise with the finance department to ensure that payments are made to vendors
• Oversee an efficient store management system that ensures the availability of the appropriate store items for smooth office operations (office supplies & stationary) as and when required:
• Implement the stock control systems and procedures, aiming to make available necessary items for operation and keep an up-to-date inventory/ stores schedule detailing items on hand and location

• KRA 4: Risk & Resource Management
• Ensure risk and resource management of the front desk, telephone communications and petty cash function in compliance with PIU’s policies and procedures:
• Work together with the Administration Manager to identify and manage all risks associated with reception
• Prepare for and support audits; ensure that any corrective actions relating to front desk management, telephone communications and executive office assistance are closed out in a timely manner
• Prepare and share reports concerning reception services and first instance communication, as requested by Human Resources
• Maintain reconciled Petty Cash Ledger by making entries into the ledger book to ensure that daily cash at hand reconciles with book balances
• Support the finance team with the timely payments of appropriately approved petty cash request

• KRA 5: Safeguarding, Gender Equality & Inclusion
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.
• Consultancy duration.
• The duration of the consultancy is limited to 4 months & 13 days starting from 5th December 2022 to 23rd March 2023.
• Reporting line
• The Consultant will report to the Administration Manager.
• Eligibility/Qualification
• The Consultancy opportunity available is open to individuals with at least 3 years hands on experience in Procurement, Logistics and administration with a minimum education of a Bachelor’s degree in Business Administration, Public Administration, commerce or related discipline.

Other requirements
• The intern must be willing to abide by Plan International Uganda policies and procedures during the period.
• The Consultant must be willing to sign and abide by the organization’s Children and Young people Safeguarding Policy.
• Consultant should be able to communicate and write in English.
• The Consultant shall indemnify Plan International Uganda, its implementing partners, and its staff against any claims, that may arise in connection with the performance of this Agreement by the Consultant.
• The Consultant shall declare that all works carried out during the Consultancy duration remain the property of Plan International Uganda.
• Should show commitment and availability at place of work as per the stated period of the Consultancy.
• Applicants for the Consultancy must be willing to undertake assignment at Plan International Uganda – Country Office.
Location: Kampala
Type of Role: Consultancy
Reports to: Administration Manager
Grade: B
Closing Date: 04/11/2022

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

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