Admin Intern

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

ROLE PURPOSE

The purpose of the role is to provide administrative and reception assistance to Supply Chain and Administration team in county office.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Provide administration support to Admin team (50%)

• Assisting the Admin team in different administrative tasks;
• Support the Admin team in filing and record keeping of documents;
• Support the Admin team members in coordinating the submission of monthly timesheet specially for non-clerical staffs & leave balance of non-clerical staffs;
• Support the Admin team in raising PR in related to stationery, cleaning and refreshment items, make it follow up until delivery;

• Support the Supply Chain and Admin department team members in printing, scanning and copying documents;
• Assist Admin team in ensuring that the necessary office supplies are available and making sure that all materials are available in stock and issue, distribute and raise purchase request when it is out of stock;
  • Create a physical and virtual (scanned copies) of all approved or signed agreements, minutes, directives, polices, guidelines, formats and templates. Prepare of centralized database of all active contractual agreements by gathering data from all stakeholders.
  • Send and receive mails, parcels for official business through DHL, Post Office, or hand-carried by staff, or visitors. and check the payment such services obtained
  • Assist the Administrative Officer in coordinating travel arrangements like flight booking, hotel booking, and reservations for meeting rooms, internal and external in accordance with the PIE travel policy.

Provide payment settlement support (25%)

• Assist in the preparation of different payments, contractual (lease) agreements, and other correspondences as well as support in facilitation of payment request for internal and external stakeholders.
• Assist in the logistic management and set up of the internal meeting rooms when needed, check the stock of workshop and moderation material all the time.

Cover the Reception Desk in the absence of Admin Officer (25%)

• In the absence of Admin Officer, cover the reception desk which is follows up on urgent tasks and issues on behalf, ensuring that relevant duties and responsibilities regarding air ticket booking, hotel accommodation and other requests are completed without delay.

Other tasks can be assigned by the supervisors as required

• Undertakes any other assignment as advised by the immediate supervisor and head of the department.

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

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that all staff signed safeguarding policies;
• Implement Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Educational Experience:

• B.A Degree in Administrative Services Management and related fields.   
• 2021-2022 Graduates are eligible 

Experience:

• O -1 Year relevant work experience required.

 Skills specifics:

• A newly graduate with bachelor’s degree in relevant field.
• Good working knowledge of ITC technologies (phone, fax, e-mail, internet).
• Verifiable skills using packages such as MS Office applications (i.e. Outlook, Word, PowerPoint).
• Ability to draft official letters and presentations in a speedy and correct way in English.
• Excellent communication skills in English and Amharic language are mandatory.
• Trustworthiness and ability to maintaining strict confidentiality and observing data protection and associated guidelines where appropriate.
• Ability to organize and prioritize several tasks at the same time working in a dynamic environment.

Languages required

• Fluency in English language is essential
• In addition, Knowledge of Local Languages is advantageous

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.