Administrative Assistant

Akwajobs   (Bamenda, Buea, Cameroon)

Posted : 20 September, 2021

Category : Administration   Location : Bamenda, Buea, Cameroon

Job type : Full Time

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Administrative Assistant

Date: 15-Sep-2021

 

Location: Bamenda & Buea, Cameroon

 

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 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 80 years, and are now active in more than 70 countries.

 

 Job Description                                                                                       

 

Position : Administrative and Logistics Assistant

 

Grade : B

 

Department & Location : Humanitarian Response - Disaster Risk Management based in Bamenda/Buea

 

Date : 01/10/2021

 

Reports to (position):

 

Supply Chain Coordinator

 

Purpose: How does this post support Plan’s strategy and mission?

 

To ensure effective and efficient support for office related activities towards implementation of the country’s program. Specifically, in: asset management, logistical planning and distribution facilitation

 

 

Dimensions of Role:

 

Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

 

Area of Responsibility – NW/SW

 

 

Typical Responsibilities - Key End Results of Position:

 

“What” is done and “why”, but not “how”; include indicators for success

 

Give support for the purchase and supply of goods and materials for the PU as per the emergency response and local procedures and policies to ensure value for money is obtained at all times,

Prepares Offers for Bids in accordance with the bidding guidelines and coordinates activities of selection committee,

Prepare the canvass report for the review of the supervisor,

Prepare regular requisitions for gas/oil, repairs and maintenance of vehicles, distribution of supplies, equipment and fixed asset as well as other clerical and administrative services such as photo-developing/copying, security services and housekeeping.

Ensure the effective management of store to ensure the effective implementation of program activities with no reports or incidents on mismanagement of store,

Follow-up with the driver the vehicle maintenance

Review the vehicle log book weekly for a proper follow-up of the driver movement,

Prepare the fuel analysis,

Responsible for providing secretarial support to the office including:

Ensuring that there is a proper filing system for incoming and outgoing mails and other documents for the core management;

Ensuring that the appointments are properly organized;

Circulates routine information to all staff.

Maintain the control of petty cash;

Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

 

 

Dealing with Problems:

 

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them

 

Understands administrative requirements as per the FOB and other policies and procedures and provides required services to staff

Exhibit a good sense of judgment and responsibility in the performance of duties

Works with minimum supervision

Refers all final decision making to the supervisor

 

Communications and Working Relationships:

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipments, utilities repairs and maintenance that would ensure Plan receives value for money.

Maintains a high contact with all Program Unit staff to receive and process requests for administrative services

Maintains medium contact with staff from the Country Office to offer support, information, influence and or reasoning with regards to administration related issues.

 

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

 

Gained through education, training, & experience

 

 

Qualification and Experience

 

University Degree or Two years University Certificate (i.e. BTS- DEUG)

Minimum two years experience of purchasing, maintaining inventories and materials

Computer skills

Ability to use general office equipment such photocopiers, printers etc…

Experience working with an international NGO would be an advantage

Demonstrated behaviors needed by the post-holder to successfully perform the role:

 

Planning and organizing abilities

Timeliness and proactive in the discharge of duties

Ability to inter-face with staff visitors and partners at all levels

Communicates in a manner that inspires confidence and professionalism

High sense of judgment and responsibility

High safety awareness level of area of operation

Good team player

 

 

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

Good negotiation skills

Strong team player

High level of discretion

Planning & organizing

 

 

Physical Environment and Demands:

 

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

 

Travel requirements

 

This position requires 5% of travel time within Cameroon and 95% of the time on office related activities.

 

 

 

Level of Contact with Children:

 

 

Low contact: No contact or very low frequency of interaction

 

Mid contact: Occasional interaction with children

 

High level: Frequent interaction with children

 

 

Low contact- the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.

Plan International’s Values in Practice

 

 

We are open and accountable

 

Promotes a culture of openness and transparency, including with sponsors and donors.

Holds self and others accountable to achieve the highest standards of integrity.

Consistent and fair in the treatment of people.

Open about mistakes and keen to learn from them.

Accountable for ensuring we are a safe organization for all children, girls & young people

 

 

We strive for lasting impact

 

Articulates a clear purpose for staff and sets high expectations.

Creates a climate of continuous improvement, open to challenge and new ideas.

Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.

Evidence-based and evaluates effectiveness.

 

 

We work well together

 

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

 

 

We are inclusive and empowering

 

 

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

Female Candidates are strongly encourage to apply.

 

Closing Date: 22/09/2021

 

All applications must be submitted ONLINE at : https://jobs.plan-international.org/search/?createNewAlert=false&q=cameroon

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