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Administrative Assistant

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Mon, 19/02/2018 - 15:45

Administrative Officer


Plan International is an independent development and humanitarian organization that strives for a just world 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 is girls who are most often 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 – crisis and adversity.  We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.


We employ more than 9,000 people in programme countries, working with over 85,000 communities.  We have been building powerful partnerships for children for almost 80 years, and are now active in more than 70 countries.

Plan International Sierra Leone is committed to ensuring that child protection, gender and DRR are integrated in all its interventions and processes. It also encourages women to apply and is an equal opportunity employer. 

We are currently seeking to recruit:






GEC-T Hub (Freetown)



Girls Education Challenge- Transformation

Reports to


GEC-T Administration Officer


Summary of the position:

The primary purpose of this role is to support the Hub team with finances and other operational and administrative duties in accordance with relevant GEC DFID regulations and in line with Plan’s financial and operational management policy provisions. Title holder has no spending approval authority

Typical Responsibilities

  • Provide support to financial, operational, and administrative management of GEC Consortium.
  • Support the Administration Officer in organizing GEC project meetings and conferences
  • Ensure that all the equipment and facilities are clean and in working order
  • Respond to staff requests concerning damages to equipment and the facility itself
  • Take responsibility to receive project goods and services delivered by contracted service providers.
  • Undertake the initiation of procurement and payment processing in SAP data management software
  • Deliver request for quotations and purchase orders to selected service providers
  • Prepare payment requests ensuring necessary supporting documents are attached and submit the same for Finance Officer’s review
  • Undertake scanning of the payment documents for all transactions charged to GEC grant.
  • Undertake the filing of all documents processed during the implementation of GEC project, documents include but not limited to, staff and supplier payments, contracts and agreements, property leases etc.
  • Deliver official written documents to project stakeholders
  • Contribute to ensuring adherence to the country’s financial and accounting requirements as per requirements of the FAD and other organizational policies and procedures to support sound financial management within the organization
  • Support the Finance Officer in posting transactions in SAP whenever delegated
  • Perform  any other official duties that may be assigned from time to time


  • Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.

Qualifications and Experience:

  • Qualification in accounting or administration preferably at Bachelors level
  • At least 1 year of experience supporting programmes funded by the United Kingdom Government or the European Commission, including experience managing finances for DFID, EC or US aid-funded projects.
  • Experience managing small grants programmes or sub-granting mechanisms involving local NGOs.
  • Knowledge in logistics, procurement or supply chain management
  • Loyal, honest, trustworthy and respectful of procedures.
  • Ability to adopt new software and financial management systems
  • Proficiency in Microsoft Office suite, including Word, Excel and Outlook
  • Problem solving skills
  • Good team player
  • Good negotiating, facilitating and influencing skills
  • Good communication skills both oral and written
  • Good accounting, analytical and judgment skills
  • Ability to deliver to tight deadlines
  • Ability to facilitate participative processes

Behaviours (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

  • 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.


Last date for submission of Application (CV and cover letter) is: 19th February 2018 by 5:00 pm

Interested candidates need to send their updated CV (no more than 3 pages) and a cover letter (maximum 1 page) to on or before the closing date mentioned below. Subject line of submission mails will only bear the indication: Application for the Position of GEC-T Administrative Assistant  


Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Please note that Plan has a zero tolerance for fraud.


Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.