Executive Assistant & Receptionist Full-Time

The Organisation

Plan International is an independent development and humanitarian organisation 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 it’s 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 support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

In Mozambique, we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane and Nampula. These projects are programmed along our three strategic pillars: Girl Education, Sexual Reproductive Health and Rights, and Youth Economic Empowerment. Our work is gender transformative and includes influencing work at national and sub-regional level.

Accountabilities

• Control in-coming and out-going mail, and manage correspondence and filing system;
• Receive and communicate properly with individuals coming into the organization and direct them to the appropriate office/person after checking with the staff that they want to meet;
• Manage the agenda and support on all logistics required on daily basis for the Country Director;
• Make and answer telephone calls in a courteous manner with internal and external persons and direct them to the concerned individuals;
• Assist on operating office machines such as fax, photocopier, printer, scanner, etc;
• Receive and ensure all incoming newspapers, journals, magazines, publications are in good order;
• Handle petty cash and other Admin matters;
• Maintain the reception area in clean, attractive and organized manner at all times;
• Make contacts with relevant persons; send invitation letters, and other logistical functions related to conferences or workshops;
• Receive guests from Regional and International offices and provide them with logistical and administrative support;
• Assist other staff in cataloguing and filing resource materials and publications, and distribution of such materials;
• Assist in obtaining quotations, preparing quotation summary and participating in decisions;
• Develop and maintain a database or roster of organizations and persons by sector and discipline to facilitate contacts and communication;
• Develop adequate understanding of the work of relevant organizations and persons to facilitate contact and communication;
• Perform any other duties as assigned by the immediate supervisor.

Dealing with Problems:

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required solving them

Communications and Working Relationships:

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

• Works with the programs team;
• Works closely with the Administration and Procurement officer;
• Travel agencies.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

[This section details the skills, knowledge and expertise the postholder will be required to demonstrate in doing the job well.

This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]

Essential

Gained through education, training, & experience

• Ability to work under pressure, Greater attention to detail;
• Punctuality, Good organizational skill;
• Computer knowledge in Word processing and Spread sheet;
• Interpersonal/communication skill;
• Good public relations skills.

Desirable

• Minimum of Grade 12 Certificate or Secretarial certification or related field. A minimum of five (5) years relevant experience working in a reputable NGO

Annual remuneration – 462,000.00MT

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Child Protection Policy.

As an international child-centered community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.

Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.