Administration & Procurement Graduate Intern

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. 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. In Zimbabwe, we have been building powerful partnerships for children for over 31 years. Plan International operates an equal opportunities policy and actively encourages diversity.

The Admin & Procurement intern will be working under overall guidance of the Admin & Procurement Coordinator and will provide assistance for admin and procurement matters. The intern will also work very closely with the Finance, Human Resources and IT department. He/ she will also ensure smooth running of the PA’s admin & procurement support activities.

Direct reports – None

Level of contact with children  – No contact.

Location: Bulawayo PA

Accountabilities and MAIN WORK ACTIVITIES

“What” is done and “why”, but not “how”; include indicators for success

• Receive and capture goods receipt as well as process invoices for payment.
• Keep track of all service contracts with vendors and inform his/her direct supervisor on the expiry dates.
• Handle visitors at the front office and telephone calls and provide relevant support.
• Identifying office needs and inform his/her direct supervisor for ordering office supplies.
• Coordinating the printing and compilation of reports, documents and other briefing materials.
• Ensure that all monthly payments for rentals, office security, cleaning services are processed on time.
• Cascade communication with the HR department and assist with recruitment of local enumerators for various projects.
• Monitor assets and consistently update the asset register.
• Manage stores, issue goods, responsible for monthly stock counts and generating monthly stock reports.
• Coordinate reconciliation of fuel and manage external account for Shuttle provision services.
• Office management including Admin & Procurement office filling, proper use of office spaces, resources and stationary.
• Capture minutes during meetings.
• Scheduling meetings and management of the PA calendar.

Other key deliverables including:

• Maintaining good inter-team communications, engender good team dynamics;
• Adherence to Plan policies, including the Child Protection (CPP) and Gender Equality and Inclusion (GEI) and Plan International’s Code of Conduct (CoC)

Knowledge:

• Bachelor’s degree in Administration, Procurement or a relevant field.
• Good observation skills and academic curiosity.
• Well-organized and good planning skills.
• Good communication and interpersonal skills.
• Proficient use of Excel, Microsoft Office, multi-tasking skills, and the ability to consistently meet deadlines.

Specific skills of this position:

• Excellent communication, interpersonal and time management skills
• Ability to work under pressure
• Confidentiality
• Proficiency in MS office tools

Behaviours:

• Relates to people in a friendly and open manner
• Strict time keeper

PLAN INTERNATIONAL’S VALUES IN PRACTICE

1. We are open and accountable 
2. We strive for lasting impact 
3. We work well together
4. We are inclusive and empowering

Interested candidates who meet the above requirements are required to submit their curriculum vitae & cover letter outlining their suitability for the position. A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

This position is open to Zimbabwean nationals

Location: Bulawayo

Type of role: Fixed Term Contract

Closing Date: 24 March 2024

Please note that Plan International will never send unsolicited emails requesting payment from candidates