Administrative Assistant, Adjointe administrative, Bamenda & Buea, Plan International

Administrative Assistant, Adjointe administrative, Bamenda & Buea, Plan International

Role Responsibilities/ Responsabilités du rôle

Administrative Assistant

Date: 15-Sep-2021

Location: Bamenda & Buea, Cameroon

Company: Plan International

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.

Job Description


Administrative  and Logistics Assistant



Department & Location

Humanitarian Response – Disaster Risk Management based in Bamenda/Buea



Reports to (position):

Supply Chain Coordinator

Purpose:  How does this post support Plan’s strategy and mission?

To ensure effective and efficient support for office related activities towards implementation of the country’s program. Specifically, in: asset management, logistical planning and distribution facilitation

Dimensions of Role:

Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

Area of Responsibility – NW/SW

Typical Responsibilities – Key End Results of Position:

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

Give support for the purchase and supply of goods and materials for the PU as per the emergency response and local procedures and policies to ensure value for money is obtained at all times,

Prepares Offers for Bids in accordance with the bidding guidelines and coordinates activities of selection committee,

Prepare the canvass report for the review of the supervisor,

Prepare regular requisitions for gas/oil, repairs and maintenance of vehicles, distribution of supplies, equipment and fixed asset as well as other clerical and administrative services such as photo-developing/copying, security services and housekeeping.

Ensure the effective management of store to ensure the effective implementation of program activities with no reports or incidents on mismanagement of store,

Follow-up with the driver the vehicle maintenance

Review the vehicle log book weekly for a proper follow-up of the driver movement,

Prepare the fuel analysis,

Responsible for providing secretarial support to the office including:

Ensuring that there is a proper filing system for incoming and outgoing mails and other documents for the core management;

Ensuring that the appointments are properly organized;

Circulates routine information to all staff.

Maintain the control of petty cash;

Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

Dealing with Problems:

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

Understands administrative requirements as per the FOB and other policies and procedures and provides required services to staff

Exhibit a good sense of judgment and responsibility in the performance of duties

Works with minimum supervision

Refers all final decision making to the supervisor

Communications and Working Relationships:

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

Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipments, utilities repairs and maintenance that would ensure Plan receives value for money.

Maintains a high contact with all Program Unit staff to receive and process requests for administrative services

Maintains medium contact with staff from the Country Office to offer support, information, influence and or reasoning with regards to administration related issues.

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

Gained through education, training, & experience

Qualification and Experience

University Degree or Two years University Certificate (i.e. BTS- DEUG)

Minimum two years experience of purchasing, maintaining inventories and materials

Computer skills

Ability to use general office equipment such photocopiers, printers etc…

Experience working with an international NGO would be an advantage

Demonstrated behaviors needed by the post-holder to successfully perform the role:

Planning and organizing abilities

Timeliness and proactive in the discharge of duties

Ability to inter-face with staff visitors and partners at all levels

Communicates in a manner that inspires confidence and professionalism

High sense of judgment and responsibility

High safety awareness level of area of operation

Good team player

Skills Specific to the post needed to put knowledge into practice.

Good communication and ICT skills

Good inter-personal skills

Good client/customer relations

Good writing and reporting skills

Good negotiation skills

Strong team player

High level of discretion

Planning & organizing

Physical Environment and Demands:

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

Travel requirements

This position requires 5% of travel time within Cameroon and 95% of the time on office related activities.

Level of Contact with Children:

Low contact:     No contact or very low frequency of interaction

Mid contact:     Occasional interaction with children

High level:        Frequent interaction with children

Low contact- the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.

Plan International’s Values in Practice

We are open and accountable

Promotes a culture of openness and transparency, including with sponsors and donors.

Holds self and others accountable to achieve the highest standards of integrity.

Consistent and fair in the treatment of people.

Open about mistakes and keen to learn from them.

Accountable for ensuring we are a safe organization for all children, girls & young people

We strive for lasting impact

Articulates a clear purpose for staff and sets high expectations.

Creates a climate of continuous improvement, open to challenge and new ideas.

Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.

Evidence-based and evaluates effectiveness.

We work well together

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

Female Candidates are strongly encourage to apply.

Closing Date: 22/09/2021

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

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

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. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

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.

Female candidates are strongly encourage to apply.

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