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Administration & Procurement Assistant (SAGE) X3

Plan International

Job Type

Full Time

Location

Bulawayo,Harare,Manicaland

Address

Zimbabwe

Description :

Key End Results and typical Responsibilities

 

Procurement Duties

•      Coordinate with SAGE team to develop and maintain a consolidated procurement plan to ensure purchase requisitions are done in accordance with Plan policies and procedures.

•      Conducts the whole procurement process in line with Plan International’s operations manual for effective program delivery.

•      Follow up and ensures that all outstanding purchase orders are  delivered by the due date

•      Follow up all invoices for the SAGE programme to ensure are paid in time on monthly basis.

•      Comply with Plan policies and procedures on procurement, storage, inventory, distribution and receipt of all SAGE materials/goods.

•      Promotes and abides by Plan policies and procedures including but not limited to:  Gender equality mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.

 

Administration Duties

•      Organize SAGE programme workshops and meetings by ensuring that stationery, participant attendance registers are all in place to ensure quality delivery of activities

•      Organize travel and accommodation arrangements for SAGE staff and programme beneficiaries.

•      Arrange transportation of SAGE staff through Taxi facility and facilitate payments thereof

•      Organize administration functions such as arranging for their accommodation and transportation when hosting visitors.

•      Capture approved requisition for goods and services and verify receipt of all purchased goods and services  in SAP

•      Assist SAGE team with the whole process of procurement for the programme when required

 

•      Replenish stocks of essential items as per re-order level to ensure that the SAGE team office supplies are well managed by ensuring that essential stocks are replenished before they run out.

•      Provides support in receiving project materials and supplies ensuring proper record keeping where appropriate.

•      Create database for community volunteers for processing of monthly allowances liaising with HR on the agreements.

•      Responsible for making sure that the Community Volunteers are paid through Ecocash every month.

•      Engagement of mobile money service providers e.g. Econet to ensure smooth flow of service provided

•      Support program activities or events such as field support visits and verification of project material.

 

Asset Management

·         Develop and maintain SAGE asset register

·         Carryout physical verification at least bi annually and submit up dated asset registers

·         Ensure procurement transactions have adequate and accurate supporting documentation in accordance with donor guidelines.

 

Vehicle Management

·         Produce SAGE vehicle fuel consumption reports and ensure full recovery for internal hire.

·         Control SAGE Vehicle log sheets to ensure that all travels are logged and tracked.

·         Monitors SAGE Status vehicle repairs to ensure that vehicles are available for programme delivery.

·         Monitoring of taxi hire to avoid unauthorized use.

 

Reporting

·         Submit weekly requisition tracker to the Senior Grants Accountant

·         Monthly Asset register.

·         Weekly SAGE staff travel plans, events and workshops.

 

 

Knowledge

•      A Higher National Diploma in Secretarial Studies, Procurement, Business Administration or Equivalent qualification

•      A minimum of 5 ‘O’ Level passes including English Language and Mathematics

•      3   years relevant working experience at a similar level

•      Ability to interpret and work in accordance with laid down procedures

 

Skills

•      High level of integrity and innovative skills

•      Excellent computer literacy skills particularly in Ms Word, Excel, Access and PowerPoint

•      Excellent interpersonal skills

•      Good report writing skills

 

Behaviours

•      Ability to work within a team

•      Ability to communicate clearly and effectively

•      Effective team-player

 

How to apply

Please Click  Here

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