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

Plan International is an independent child rights and humanitarian organization committed to children living a life free of poverty, violence and injustice. We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

Plan International AU Liaison Office is based here in Addis Ababa, Ethiopia. Plan International has a Memorandum of Understanding (MoU) with the AU and has signed the host agreement for this AU Liaison office with the Ethiopia Government.

Plan’s AU Liaison Office is aligned with Plan International’s strategy One Plan One Goal pursuing contact with key decision-makers who can support the realization of lasting change for children. The Pan Africa/AU Liaison office contributes to a lasting environment in which the rights of children and youth are respected, protected, and fulfilled. The office will realize its interventions within the AU and its Agencies and Mechanisms across Africa through the One Plan AU Strategy. Accordingly, the office will promote child rights and child protection, education, youth empowerment/employability, striving for non-discrimination, equality and inclusion as well as ensure child participation. The office is actively involved in:

1.       Improving implementations of the African Charter on the Rights and Welfare of the Child (ACRWC) and all other relevant AU resolutions on the promotion and protection of child rights.

2.       Enhancing international law and policy development on child rights and child protection.

3.       Mainstreaming child rights at the AU, particularly into other human rights processes.

The Pan Africa Admin & Logistics Support Intern will support the AU Liaison and Pan Africa Program Office to develop, manage and coordinate the administrative, financial, logistics and information support systems for the Pan Africa Program/AU Liaison Office team of Plan International, support Plan International AU Liaison Office‘s work related to meetings/events. The Admin & Logistics Support Intern is a member of the Pan Africa Program/AU Liaison Office Team. 

Key Accountabilities:

Administration

• Ensure office services such as office cleaning, coffee/tea, telephone connections are in order
• Make daily transport arrangements to staff going to different places for work.
• Make sure utility bills are paid in a timely manner.
• Act as liaison point with external service provider or the landlord to maintain the smooth running of the shared Assist in filling Purchase requisitions for purchases of office supplies, equipment etc.
• Assist in collection of quotation for different purchases Following up with finance signing of different documents Check finance documents are fully attached and file the processed financial documents in sequence.
• Assist the finance officer in ordering financial documents and advance settlement
• Assist in the process of putting all procurement and service requisitions through the SAP system.
• Receive all purchased goods, ensure that they are according to the purchase order for quality, quantity, and according to specification.
• Maintain an inventory of items procured by the Office and prepare monthly report to the HR and Office administrator.

Logistics - Facilitate Travel, Meetings and Trainings

• Assist in arranging /facilitating travels of staff of Plan International and partners which includes visas, flight tickets and hotel bookings
• Support the HR and Administrator in arranging visas processes, hotel bookings and transports.
• Assist in arranging/facilitating venues and other logistics required for meetings, trainings, workshops organized by Plan and partners and communicate effectively with participants.
• Communicating with travel agents and Preparing Analysis sheets to be presented to the procurement committee.
• Monthly settle tax payments to concerned government office on time.
• Take bank transfer letters to bank and collect bank documents from bank.

Reports to:- HR and Office Administrator

Duration:-  Six months in the first instance and can be renewed for a maximum of six more months if the need arises

Essential

• A minimum of first degree in Business Administration, Management, Accounting or related fields

Desirable

• An understanding and commitment to child rights
• Fluency in English and ability to speak and communicate in French language is an asset
• Good understanding of Child Rights and NGO Liaison requirements with the AU/UN.
• Excellent planning & organizational skills, team-working ability, including the capacity to work effectively with people from many different backgrounds.
• Computer literacy skills.

Level of contact with Children: Very low frequency of interaction