Deadline: 05 February, 2023
Location: Addis Ababa, Ethiopia
Plan International has opened applications for the role of Admin Intern.
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
Responsibilities
- Assist 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 staff and leave balance of non-clerical staff
- Support the admin team in raising PR related to stationery, cleaning and refreshment items
- 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 make sure that all materials are available in stock and issue, distribute and raise purchase request when it is out of stock
- Create physical and virtual (scanned copies) of all approved or signed agreements, minutes, directives, polices, guidelines, formats and templates
- Prepare centralised database of all active contractual agreements by gathering data from all stakeholders
- Send and receive mails and parcels for official business through DHL
- 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 organisation’s travel policy
- Assist in the preparation of different payments, contractual (lease) agreements, and other correspondence as well as support in facilitation of payment requests for internal and external stakeholders
- Assist in the logistics management and set-up of the internal meeting rooms, when needed, and check the stock of workshop and moderation material all the time
- In the absence of admin officer, cover the reception desk that follows up on urgent tasks and issues, ensuring that relevant duties and responsibilities regarding air ticket booking, hotel accommodation and other requests are completed without delay
- Undertake any other assignment as advised by the immediate supervisor and head of the department
- Understand and put into practice the responsibilities under safeguarding and GEI policies and Plan International’s code of conduct, ensuring that concerns are reported and managed in accordance with the appropriate procedures
- Ensure that all staff members sign safeguarding policies
- Ensure that Plan International’s global policies for safeguarding children and young people and gender equality and inclusion are fully embedded in day-to-day work
Requirements
- Degree in Administrative Services Management and related fields
- 2021 to 2022 graduates are eligible, with zero to one-year work experience
- Good working knowledge of ITC technologies (phone, fax, e-mail, internet)
- Verifiable skills using packages such as MS Office applications
- Ability to draft official letters and presentations in a speedy and correct way in English
- Excellent communication skills in English and Amharic
- Trustworthiness and ability to maintain strict confidentiality, observing data protection and associated guidelines where appropriate
- Ability to organise and prioritise several tasks at the same time working in a dynamic environment
To apply and for more information, click here.
Photo source: ILRI
