Plan is an International Child Centered Community Development organisation – without religious, political or governmental affiliation – that works with children and their communities in 50 of the world’s poorest countries to make lasting improvements in their lives. Plan’s work worldwide benefits around six million children in Africa, Asia and Latin America. Program implementation takes place in 50 Country Offices and 4 Regional Offices, working with more than 90,000 mostly rural communities.
Plan South Sudan supports development interventions in the domains of education, livelihood, building relations, child protection, governance and social protection.
Plan South Sudan is seeking to recruit dynamic and suitably qualified and experienced South Sudanese for the following vacant position:
POSITION 3; No. of Vacancies (1)
Job Title : Administrative Assistant
Grade : Grace B
Tenure : One (1) year (Renewable)
Department : Operations
Reports to : Program Unit Manager
Location : Program Unit 
I. Job Summary
The Administrative Assistant is position within the Operations Department of Plan South Sudan. The Administrative Assistant will ensure that all administrative tasks are properly carried out effectively and efficiently in the Program Unit. The Administrative Assistant will also participate in the country Child Centered Community Development team activities. She supervises PU Drivers, Janitor and Guards and carries out periodic performance appraisals, planning and monitoring of leave plans, etc.
II. Key End Results and typical Responsibilities:
Administrative
There is sound administrative system in place with specific focus on correspondence management and documentation – in accordance with Plan’s Procedures. Critical success factors will include:
· A sound filing system exists at Program Unit office with originals and/or photocopy of all important documents properly filed and easily accessed by relevant staff
· All PU correspondences are professionally handled: All incoming mails are processed and forwarded to appropriate staff; all outgoing mails are logged and dispatched to their proper destinations
· Minutes are recorded of all PU meetings are filed professionally
· The office notice board is well managed and updated with current program photos and articles
· The PU Petty Cash Impress is professionally managed with no shortages
· All appointments are systematically logged and tracked
Procurements
There is a sound administrative system for procurement, storage, inventory, asset control and maintenance, distribution and receipt of all Plan materials/goods – in accordance with Plan’s Procedures and Donors requirements for Grants. Critical success factors will include:
· There is a clear procedure at PU level for bidding process for all construction projects (buildings, water and sanitation systems, etc.),
· Quarterly price lists for commonly used goods Procurement contracts’ administration are updated, approved by PUM and shared with the admin manager.
· A system is maintained to track procurement transactions at PU level with adequate supporting documentation, accuracy and control of payments;
· PU staff are aware of Plan basic rules and regulations of procurement procedures
· Plan Partners at PU level are aware of Plan’s minimum requirements on procurement/Internal Controls.
Logistics and Maintenance
There is a sound administrative system for logistics management – in accordance with Plan’s Procedures. Critical success factors will include:
· There is a sound mechanism for the regular, timely and effective maintenance of Plan premises, vehicles and equipment;
· Plan’s office compounds and housing are in good standard of management;
· Plan has in place, an adequate security system in its premises for staff, vehicles, equipment, etc.
· There is a well-organized store for store items/materials with professional stores management in place.
· All fuel consumption is tracked and monthly report presented to Program Unit Manager for review and approval
Vehicle Management
There is a sound administrative system for vehicle management – in accordance with Plan’s Admin, Fleet Management and SOP Procedures. Critical success factors will include:
· All PU vehicles are always in good working condition;
· There is a monthly report of the maintenance cost for each PU vehicle;
· There is a weekly cost effective coordination mechanism for vehicle movements between PU and Country Office
· All drivers have copies of Plan Fleet Management regulations and SOP for driving and are conversant with the contents.
III. Dealing with Problems:
The Program Unit has staff from different backgrounds. The Admin. Assistant position deals with providing satisfactory services to all staff on a daily basis. This includes petty cash issues, fuel for vehicles and motorbikes, stationery, staff tea items etc. The post holder therefore needs to be able to work under pressure and still remain focussed on results, be very patient and accommodating as well as forgiving. He/she should be fair and honest to all staff.
This post also processes the business affairs of different visitors and service providers at the office. These visits can sometimes be very disruptive. The post holder therefore has to be firm yet very polite in handling visitors at the office.
IV. Communications and Working Relationships:
Internal:
· Program Unit Manager
· Assistant Accountant
· Sponsorship and field staff
· Periodic contact with Operations Manager
External:
· Vendors, Contractors and other service providers
· Visitors
V. Preferred skills, competences, experience and attitude Qualification and Experience
Knowledge
· At least a Diploma in Administration or other related fields
· Excellent Knowledge of the business environment: what goods and services are available, at what cost and where; which are the credible businesses Plan can deal with etc
· Sound knowledge of the use of PPM
· Good communication skills both oral and written
· Computer literate (MS Word, MS Excel)
Skills
· Excellent Negotiation skills to get value for money for Plan
· Basic accounting skills
· Good team player
· Counseling skills
Behaviours
· Receptive and accommodating
· Calm and patient
· Always neat in appearance
· Regular and punctual at work, punctual at meetings and other official appointments
· Respectful and honest
· Devoted and committed to work
All applications marked on the right hand corner of the envelop “Application for the Position of; Administrative Assistant should be addressed to:
The People and Culture Manager
Plan South Sudan Country Office
Hai Cinema
Juba
The closing date for receipt of applications is before close of business on Friday September 07, 2012.
Interested persons can collect Plan Application Form from the Security Post at the above address or from the field office in the location you are applying from.
Plan is an equal opportunity employer within the meaning of the relevant UN convention. Women are encouraged to apply.
Note: Only short listed applicants will be contacted.
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