Front Office Assistant – (Central Programme Unit)


Plan International is a humanitarian, child-centered development organisation that works in over 60 countries to pursue its vision of a world in which all children realise their full potential in societies that respect human rights and dignities. Plan International is an independent, equal opportunity, non-profit organisation without political or religious affiliation. 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 and sanitation, economic empowerment, and child protection and participation. Plan’s work is guided by our Child-Centered Community Development (CCCD) approach. Plan International Zambia has programme units in: Central, Luapula, Eastern and Provinces including in Lusaka, where the Country Office (CO) is located.
Plan International Zambia is looking for an innovative, motivated, self-starter individual to fill the following vacancy:
 Front Office Assistant – (Central Programme Unit) 1 Position ( 3 Year contract)
Position Description
The position of Front Office Assistant is responsible for handling of all incoming and outgoing correspondence, receiving and screening of all visitors before directing them to relevant departments and staff.  He /She will carry out other administrative tasks and constantly interact with staff at the Programme Unit and the Country Office.
The position reports to the Finance and Administration Coordinator
Key responsibilities include;
  • Receiving, screening  & directing calls & visitors to departments/staff
  • Managing courier service requests and follow – ups
  • Management of for both incoming and outgoing mails
  • Records management
  • Managing petty cash
  • Facilitation of photocopying of documents
  • Managing boardroom meetings schedule
  • Arranging maintenance of photocopier, fax, and other front desk equipment.
  • Ensuring that the reception area and boardroom are kept clean at all times
  • Ensuring  that telephone usage at the front desk  is controlled
Individual Specifications include:
  • Possession of a  higher Diploma in Secretarial Studies/Office Management or other relevant qualification
  • 2 – 3 years experience in  similar position in an NGO
  • Strong interpersonal communication skills and ability to express herself/himself clearly to visitors and phone callers
  • Innovative and ability to work independently
  • Must have good record keeping skills
  • Excellent computer skills
  • Ability to work in a multi-disciplinary and multi-cultural environment
  • Fluent in written & oral English. Knowledge of local language in the PU will be an added advantage
For full details on the job profile please send an email, clearly stating the job title of interest to jobszambia@plan-international.org.  Kindly note that only candidates who meet the above specifications and competencies should apply enclosing their CVs, and photocopies of their academic qualifications. Day time telephone and/or mobile contacts should be clearly indicated. Applications should reach the undersigned not later than Wednesday 18th May 2016. Only shortlisted candidates will be contacted.
Plan International provides equal employment opportunities to qualified and experienced women and men.
Country Human Resource Manager
Plan International Zambia
Plot 87A, Kabulongo
P/B 518X Ridgeway
Kabulonga
LUSAKA
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