Office Administrator, AU Liaison & Pan Africa Program Office

Position   :   Office Administrator, AU Liaison & Pan Africa Program Office

Reports to    :   Director

Number of Post:   One  
Duty Station: Plan International Liaison African Union Liaison & Pan Africa Program Office, Addis Ababa, Ethiopia
Terms of Employment:   Four months Maternity Cover, starting from January, 2016. 
Closing date:   Dec. 03, 2015

Purpose of the Job

Plan’s Liaison office to the African Union and Pan Africa Program is aligned with Plan International’s strategy One Plan One Goal pursuing contact with key decision-makers who can support the realization of lasting change for children. The Pan Africa/AU Liaison office contributes to a lasting environment in which the rights of children and youth are respected, protected, and fulfilled. The office will realize its interventions within the AU and its Agencies and Mechanisms across Africa through the One Plan AU Strategy.

The Pan Africa Program Administrator will support the AU Liaison and Pan Africa Program Office to develop, manage and coordinate the administrative, financial, logistics and information support systems for the Pan Africa Program/AU Liaison Office team of Plan International.  The Office Administrator is a member of the Pan Africa Program/African Union Liaison Office Team.

Typical Responsibilities

Administration – HR, Inventory & Store Management and managing the office services

• To organize and support the management of induction and debriefs for incoming and outgoing Pan Africa Program/AU Liaison Office staff.
• Register all in-coming and out-going official correspondences.
• Convenes and act as the secretary for all the team meetings.
• Ensure office services such as office cleaning, coffee/tea, telephone connections are in order and all other utility bills are paid in a timely manner.
• Initiates all procurements and service requisitions through the SAP system.
• Receive all purchased goods, ensuring that they are according to the purchase orders for quality, quantity and according to specifications.
• Maintain an inventory of items procured by the Office.
• To act as the main liaison point with external service providers or the landlord to maintain the smooth running of the shared premises.
• To perform any other related duties and functions that may be assigned by line manager from time to time.

Finance

• To manage and replenish the Office Petty Cash/Float system and maintain cash book as well as carry out weekly/monthly cash counts.
• To manage the office including monitoring leases, contracts, insurance for premises and assets and recurrent expenditures.
• To process invoices for claims and expenses and petty cash as required.

Logistics – Facilitate Travel, Meetings and Trainings

• Arrange/facilitate travels of staff of Plan International and partners which includes Visas, flight tickets and hotel bookings
• Assists visitors to Plan Pan Africa Program/AU Office by arranging visas, hotel bookings and transport arrangements
• Arrange/facilitate venues and other logistics required for meetings, trainings, workshops organized by Plan and partners and communicate effectively with participants.
• Handles fuel coupons/receipts and other related documents for the official vehicle running.
• To make all arrangements for holding Pan-African/regional meetings and conferences as required.
• To supervise processes for acquiring visas, work permits, government clearances.
• To arrange travel and accommodation for regional staff and visitors as required.

Information Management – Information Collation, Compiling, Maintaining and Distribution

• To support the local management information systems, ensuring they are integrated with Plan International organizational systems and business processes in order that the Pan Africa Program have the relevant information for them to successfully fulfill their responsibilities.  This will include the following business processes:  Finance, HR, Grant management, Program Strategy, KPI monitoring etc.
• Coordinating information returns from the Regional Offices, International Headquarters (IH) and other Plan International programs on organizational policies including child protection, staff security, international core team membership, compliance issues and provide routine reports for relevant managers in the regional office, country programs and the IH.
• To develop and maintain the shared electronic & physical files to ensure straightforward access to information.
• Coordination of the flow of management information between the Pan Africa Program, Regional Offices staff, IH, National Offices and Country Programs.
• Assist in organizing, complete and prepare information request by Governmental, Inter-Governmental Agencies and other NGOs
• Assist the compilation and sending of annual reports to concerned Governmental and Inter-Governmental bodies based on the terms of our MoU and Host Agreements
• Support in organizing staff records in such a way that all relevant information, such as education, trainings received, employment dates, contract expiry dates, leave balances, performance evaluations can be easily accessed.
• Assist in the registration and management of assets for the office and staff residences
• Organize the filing system of the Pan Africa/AU Office in a way that enables easy tracking and tracing of incoming/outgoing letters, memos and follow up to ensure timely responses/decisions are made by the respective officers.

Educational Qualification and Experience

• A minimum of first degree in Social Sciences, Law, Management or relevant subject
• At least 3 years of experience in an administration/project Assistant/coordination post.
• Previous financial accounting experience
• Experience of procurement management
• Experience in event management
• Previous working experience with INGO

Closing date: Dec 03, 2015

Interested applicants should send non-returnable copies of supporting documents with CV and application letter.  Candidates should in their application letters also state current and expected salary, and the date they will be available if selected for the position and clearly indicate the position and location s/he is applying for.

Applicants should submit their CV and Application letter though this email address:

Only short listed applicants will be contacted.