Plan International is an independent non-profit organization that advances children’s rights and equality for girls. Working in building powerful partnerships for children for over 80 years and present on 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners.

Position	Receptionist Intern	Grade	N/A
Department & Location	Administration – CO	Date	December 2019
Reports to (position):	Logistics & Administration Manager
Purpose:  How does this post support Plan’s strategy and mission?	Receive visitors, telephone calls and provide assistance on secretarial and administrative matters at Country Office.

 

Dimensions of Role:

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

The post holder will report directly to the Logistics & Administration Manager at Country office. She/he has no people under her/his supervision. The post holder has no direct management of budget.

Typical Responsibilities – Key End Results of Position:

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

• Comply with the policies and procedures in the maintenance of the reception.
• Provide first point of contact for all enquiries.
• Receive  all incoming calls and messages for the organization
• Manage and responsible for dispatching all incoming and outgoing mails,
• Record all incoming and outgoing courier in the registers books
• Take and transit the telephone messages
• Keep update of internal phone directory and contact data base (entities)
• Receive and orient the interlocutors who come at the country office
• Make outgoing telephone calls as booked by staff
• Monitor monthly telephone bills and ensure these are forwarded to accounts for payment on time
• Ensure reception area is tidy at all times including the reception notice board.
• Receive and direct visitors to respective offices.
• Assist in setting up purchase requisitions system and payment requests
• Managing correspondence and managing phone calls
• Establish and maintain filing and records management systems to maximise information flow
• Sorts, reads and annotates incoming documents and facilitating necessary action
• Manage information flow between the CD and the constituencies
• Ensure the reception of pouch and ensure the distribution of the content within the country office.

Administrative support

• Provide a Support to coordinate regular CO meetings
• Any other tasks

Dealing with Problems:

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

The Receptionist is in charge of diversified secretarial activities supportive of departments like reception, communication and administrative support. She performs full clerical, administrative, and general office duties of responsible with frequent access to highly confidential information and files.

She must have an understanding of the function/job and method of operation as well as an understanding of department and organizational operations and procedures.

Communications and Working Relationships:

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

The Receptionist will be working closely with all organizational departments. Business contacts include persons at all levels within the organization, industry and community. 

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

Gained through education, training, & experience

Educational Qualification and Experience

•     Bachelor’s degree in Administration, Communication, Secretarial, or related field

•     1 years related experience in similar job, experience in NGO is an advantage

Skills Specific to the Post

•      Strong administrative skills

•      Excellent communication skills

•      Proficient in computer skills

•      Communicates clearly and effectively

•      High degree of confidentiality

•      Team player with good interpersonal skills, particularly working with a team of diverse backgrounds.

Level of Contact with Children:

Low contact:Occasional interaction with children

Interested candidates send you application by 20th January 2020. Please note that only applications and CVs written in English will be accepted. Only shortlisted candidates will be contacted.

References will be taken and background and antiterrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required. Female candidates are strongly encouraged to apply.