Program Area Administration Officer x3

Employment Opportunities

Organization Background

Plan International is an independent development and humanitarian non-governmental organization 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 its 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 have been building powerful partnerships for children for 80 years, and are now active in more than 70 countries. Child protection is key in all that we do.

Working in Zambia since 1996, Plan International Zambia’s development and capacity building programmes focus primarily on Education, Health, Water and Sanitation, Economic Security and Youth Empowerment, including Child Protection and Participation. Plan International Zambia has Programme Areas (PAs) in; Central, Luapula, and Eastern Provinces including in Lusaka, where the Country Office is located

We are looking for experienced and vibrant self-starters to fill the following positions:

PROGRAM AREA ADMINISTRATION OFFICER (X3) MANSA, KABWE AND CHIPATA

Position Description:

The position of Program Area Administration Officer is responsible for the flow of communication, administrative and Human Resource support for the Program Area.  The Administration Officer offers administrative support to the Program Area to ensure the smooth running of operations. This position is responsible for all the Program Area administrative functions and, some Logistics and Procurement support for the Program Area such as processing Goods Received Notes in Systems Applications and Products in Data Processing (SAP).

Responsibilities:

• Manage correspondence and alert all PA staff to any document of particular significance to ensure timely response.
• Make travel and accommodation arrangements for all visiting staff from other locations.
• Bank agent for the Program Area, getting statements and cashing of Program Area cheques from the Plan Bank.
• Circulating memos for information to all staff.
• Managing petty cash.
• Updating staff records i.e. leave dates and send them to Human Resource department for monthly updates.
• Generally, coordination of Human Resource activities.
• Create a system for filing reports and other documents.
• Manage the dissemination of reports and documents to the Country Office.
• Assist in setting up a library, databank and network for program quality.
• Taking minutes at meetings and maintain record of minutes.
• Arrange venues for meetings and all necessary materials.
• In liaison with the Logistics Procurement Officer to ensure that meeting rooms and all necessary materials are in place.
• In liaison with the Finance and Admin Coordinator, ensure that meetings are scheduled promptly and attendees notified in good time.
• In liaison with the Logistics and Procurement Officer arrange accommodation reservations for visiting Plan staff.
• Sending inquiries to vendors for quotation collection.
• Certifying and stamping of all quotations, invoices and receipts received.
• Posting of GRNs into SAP (MIGO postings).
• Help LPO with scanning procurement documents when requested.
• Understands and puts into practice the responsibilities under Safeguarding and Gender
• Equality and Inclusion policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team.

Educational Qualifications and Experience:

• A Higher Diploma or other advanced qualification in Public Relations/Business Administration or other relevant discipline
• 2 – 3 years relevant working experience as Administrative / Personnel Officer,
• People Management

Competencies:

• Communicates clearly and effectively
• Self-starter and organized
• Good time management
• Administrative Skills and good at multi –tasking
• High computer literacy
• Effective communications with internal customers.
• Efficient Departmental supplies and correspondence management
• People management skills
• Record keeping skills

To apply, kindly send through your application letter, copies of NRC, Qualifications and CV, indicating day time telephone and/or mobile contacts clearly stating the job title of interest to [email protected]. Kindly note that only candidates who meet the above specifications and competencies should apply and applications should reach the undersigned not later than 12th July, 2022, only shortlisted candidates will be contacted.

All Applications should be addressed to;

The Country Human Resource Organizational & Development Manager

Plan International Zambia

Private Bag 518X

Plot 87A Kabulonga road

Kabulonga.

LUSAKA.

We provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organizational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.