Plan International recruits 01 Administrative Coordinator
Plan International
Accra, Ghana
Humanitaire (ONG, Associations, …), Projet/programme de développement
Administrative Coordinator
Location: Accra, AA, GH
Company: Plan International
The OrganisationPlan 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 Position: Administrative Coordinator Grade: C2Contract: Fixed term
Department & Location: Administration Department, Country Office Date: November 2019 Reports to (position): Logistics & Procurement Manager
Purpose: To provide support services by assisting in the maintenance of office and environment, stores and assist in documentation of expatriate staff and visitors in line with the implementation of the country’s program.
Dimensions of Role:Financial measures or statistics relevant to post such as budget; list of direct and indirect reportsArea of Responsibility – Country Office
Typical Responsibilities – Key End Results of Position:
Office Facility ManagementEnsure effective and efficient facility management of the Country Office
Monitor Janitors to ensure cleanliness of the office, both indoors and outdoorsEnsure adequate supply of water and electricity for office useEnsure stand by generator is in good working condition at all timesEnsure minor repairs of office premises including but not limited to plumbing, electrical and carpentry related works and maintenance of air-conditions etc.Alert Logistics and Procurement Manager on any major repairs required for decision making. Facilitation of Visitors travel documents
Obtain accreditation letters for video grapplers who come into country for official work
Assist to acquire visa for Plan International staff visiting GhanaWork with custom brokers to ensure all imported goods and equipment are cleared on time for successful project delivery.Obtain all shipping documents related to goods and equipment to be imported are processed for successful clearance in line with government rules and regulations and the duty-free privileges.Facilitate the acquisition and renewal of resident and work permit for expatriate staff to enable them settle properly and perform their duties effectively. Office Administration
Receive goods into SAP
Assist in organizing workshops and other events.Track fuel consumption of both vehicles and generator and produce monthly reports.Ensure repair, maintenance and servicing of all vehicles to ensure they are in good working condition and are road worthy.Process the monthly fuel bills.Ensure all vehicles are insured promptly.Ensure all staff are covered with group personal insurance at all times/Prepare Drivers’ schedule (rotational movement plan) to ensure Drivers assignment is fairly allocated and share rotational plan with all drivers and the Logistics and Procurement Manager for review and monitoring.Ensure stock consumption is monitored, planned and replenished to avoid both shortage and surplus. (This should be done on a project by project basis, and proactively, so that ProjectManagers can make informed and timely decisions about the need for either replenishment or stock reallocation and not risk project delivery due to delays or wastage)Stocks should be rotated on a first in, first out (FIFO) basis to ensure older stocks are used first and that wastage is kept to a minimum. (This is particularly important for items such as food and medical items and any other items which have shorter shelf life and expiration dates to consider)Ensure a stock control system is put in place which includes the use of the following minimum documentation.Goods Service Receipt Notes must be completed and signed whenever goods are received. This can be done using the GSRN Template and then completing the MIGO step in SAP.Provide support to the procurement of goods and services according to Plan International procedures and practices.Perform all other duties assigned by your supervisor. Dealing with Problems:
Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them:
Demonstrate understanding of administrative requirements as per the OB and other policies and procedures and provides support to the administration staff in the delivery of administrative functionsReceive, sort, classify, issue, stock goods and materialsConduct stocktaking and inventory of storesWorks with minimum supervision
Communications and Working Relationships:Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
Maintains a high contact with contractors, service providers and suppliers for the provision of goods, materials, equipments, utilities, repairs and maintenance of office equipments to ensure that Plan receives value for money and operates seamlessly.Keeps and maintain a high contact with all country office staff to receive and process requests for various administrative servicesMaintains medium contact with staff from the program unit offices to offer administrative related support services towards implementation of programs
Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Gained through education, training, & experience
Knowledge and ExperienceFirst degree in Business Administration or Logistics.
3 to 5 years working experience in Administration in a reputable organization especially in the NGO environment.Strong general knowledge in the procurement supply chain process is a plus.Ability to drive in and around AccraDemonstrated behaviors needed by the post-holder to successfully perform the role:Timeliness and proactive in the discharge of duties Good planning and organizational abilitiesGood supervisory and listening abilitiesOpen to feedback and willingness to adopt to new approaches and processesAbility to inter-face with all levels of managementGood team playerCommunicates clearly and effectivelyHigh awareness of safety requirements of area of operation Skills Specific to the post needed to put knowledge into practice.
Good communication and ICT skillsGood inter-personal skillsGood client and customer relationsGood writing and reporting skillsHigh sense of judgment and responsibilityStrong team playerCulturally sensitiveGood negotiation skills Physical Environment and Demands:May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
Travel requirements
This position requires 40% of travel time within Accra and Plan program units with 60% office work.
Level of Contact with Children:Low contact: No contact or very low frequency of interaction
Mid contact: Occasional interaction with childrenHigh 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.
Location: Accra
Type of Role: Administration
Reports to: Logistics and Procurement Manager
Grade: C2
Closing Date: 13th October 2020 Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy.
As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
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. We must not contribute in any way to harming or placing children at risk.
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.POSTULER