Front Desk at Plan International

Functional Area Administration, Country Office
Reports to Admin Coordinator
Location Abuja Travel required None
Effective Date April 2018 Grade B

ROLE PURPOSE
To ensure that communication between Plan Nigeria and its customers both internal and external are conducted in a smooth and professional manner. To receive Plan International
Nigeria’s visitors and coordinate visits to staff within the office premises.
DIMENSIONS OF THE ROLE

• Interface between Plan International Nigeria and the public
• All Plan staff
• Custodian of Petty cash funds
• Processing of mails
• Coordinate and organization of the reception of Plan International Nigeria
• Area of Responsibility – Country Office

ACCOUNTABILITIES

• Handle all incoming and outgoing calls in a professional manner
• Ensure that the front office/reception hall is kept clean and managed in a professional manner.
• Receive visitors and directing them appropriately
• Receive mails and parcels and ensure that they are appropriately dispatched without delay.
• Register all incoming and outgoing calls and mails, and other correspondence
• Assist in the provision of logistical support for all meetings, workshops
• Develop a rating system for mails received for the CD to enable easy retrieval;
• Management of Petty cash funds disbursement and Replenishing petty cash to ensure cash balances are not exhausted.
• Receives Cash and raises receipts (ensure all documents are signed)
• Prepare Bank Deposit Slips and forwards deposit slip and receipts to the finance department
• Delivers/releases cheque to payee (Vendors or service providers)
• Receive and deliver all applications for recruitment purposes;
• Provide an interface between correspondences from other organizations and Plan
• Nigeria
• Support in purchase requisition creation and maintenance in SAP
• Effect any other duties that may be assigned from time to time by the Admin Coordinator
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and
• Gender Equality and Inclusion 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.

KEY RELATIONSHIPS

• Maintains high contact with the Admin and Logistics Manager and Admin staff at CO and field offices
• Maintains high contact with Plan Nigeria’s visitors, vendors and service providers
• Maintains a fair contact with the finance officer for finance related activities

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

• Degree or Certification Business Administration or any related field
• At least 2 years working experience in a similar position and with a credible institution
• Proven experience as front desk representative, agent or relevant position
• Familiarity with office machines (e.g. fax, scanners, printer etc.)
• Knowledge of office management and basic bookkeeping
• Proficient in English (oral and written)
• Excellent knowledge of MS Office (especially Excel and Word)
• Strong communication and people skills
• Good organizational and multi-tasking abilities
• Problem-solving skills
• Customer service orientation

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 organisation 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 maximise 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
• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

PHYSICAL ENVIRONMENT
Typical Office Environment

LEVEL OF CONTACT WITH CHILDREN
Low contact: No contact or very low frequency of interaction