Plan International recruits 01 Coordinator, Log and Administration
Plan International
Afar- Semera, Ethiopia
Humanitaire (ONG, Associations, …), Projet/programme de développement
Coordinator, Log and Administration
Location: Afar- Semera, Ethiopia
Company: Plan International
Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 75 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners. Plan International Ethiopia is looking for Log and Administration Coordinator for Afar Emergency Response Project, based in Semera who will be reporting to the Emergency Response Manager.
The position holder will be responsible to coordinate and monitor transport services, inventory management service, and office management and administrative services for the Plan international country programs as per the organization policy manuals SOPs and standards.
In addition, the Jobholder is responsible to manage and monitor rental vehicles, PIE fleet utilization, logistics and administration related budget utilization, proper allocation of office supplies, up-to-date general maintenance of PIE offices, lease contract preparation, processing payments of lease agreements, team management, conducting other related administrative activities.
Management scope, reporting lines, key relationshipsReports to: Ethiopia, Emergency response manager
Key RelationshipsInternal: The jobholder has a close internal work relationship with the following departments/units and/or functions:
Finance departments for facilitating payment for service provider
Programs and other functional departments for providing supports
HR for recruitment of team
External: The jobholder has a close external work relationship with the following:
Rental vehicle service providers for seeking the required services
Hotels for seeking the required services and performance feedback
Ticketing agents for seeking the required services
Security service providers for payment and feedback on their performance
Level of Contact With Childtren
Low contact: No contact or very low frequency of interaction
Physical Environment The position is typical office environment
Accountabilities and MAIN WORK ACTIVITIES
Vehicle Fleet Management (20%)Perform effectively all vehicle fleet management activities including, technical inspection, vehicle scheduling and allocation, equipping the vehicles with all the necessary safety and recovery items, PO preparation and payment for rental vehicles and reporting, and other related activities.
Receive vehicle requests in a timely manner in the form of completed PR from different departments and projects areasCommunicate timely and place orders to the vehicle suppliers to send vehicles for inspection.Process payments for rental vehicles with all the necessary documentations.Handle aptly replacement of rental vehicles when deemed necessary for different reasons.
Coordinating the office operation (10%)Coordinate the front desk service and liaison activities effectively.
In collaboration with procurement team, process the selection and contractual agreements with hotels, guesthouses and air-ticketing organizations; maintain a documentation and database of all agreements, amendments and other relevant documents
Asset Management (15%)Undertake successfully all asset management activities including regular updating of the asset master database with the right custodians, addition of new assets and disposal of assets, tagging of assets, facilitating asset disposals, and related activities.
Ensure the appropriate recording of all the assets of the country office and all the necessary information is filled in the asset register sheet Update regularly of the asset master data sheetIdentify timely the assets for disposal and collaborate and provide assistance during disposal of the assetsFollow-up on and ensure the proper functioning of office equipment and telecommunications systems including office telephone, office fax, satellite telephones for all offices in consultation with line manager and ICT Unit
Stock Inventory Management and Distribution Management (15%)Conduct effectively all stock inventory management activities including having purchased items inspected, receiving and updating inventory balance, issuing and distribution per approved request, recording the inventory transaction by ensuring proper stacking and safety in the warehouse, and other related activities.
Ensure inspection of all supplies received from suppliers and appropriate documents are completed for issuing and dispatchingManage the effective and proper registering of the stock transactions are completed Facilitate the periodic inventory taking by ensuring proper handling of the stocks to avoid theft, spoilage, damage, etc.Generate timely periodic stock report by the end of every month.
Office and Warehouse Lease Contract Administration (15%)Administer office and warehouse lease contracts effectively and efficiently.
Handle accurately the lease contract preparation and presenting for signature, processing payments of lease agreements as per the terms and conditions of the lease agreementMaintain an up-to-date file of all leases, including walk-through inventory lists, copies of deeds, rental payments and other documents related to rented facilities. Maintain a spread sheet of details for all leases agreements, amendments and other relevant documents.
Supervision of Office Security and Cleaning Services (10%)Oversee and supervise office security service handlings efficiently and effectively.
Ensure that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when neededProvide guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement, etc.) and ensures their proper implementationEstablish security guard schedule and provide training/orientation for new guards; weekly schedules and duty roaster for the guards in collaboration with the Senior Security Guard.Oversee and supervise the day-to-day and periodic office cleaning service handlings efficiently and effectively.
Budget and Payment Handling and Facilitation (5 %)Collect budget on time from different projects and charging on SAP in coordination with budget holders and finance
Ensure the effective and timely handling of bills of utilities including water, electricity, telephone, internet, and other utilitiesCollecting and charging overhead costs from different grant coordinators for telecom service, utility, office rent fee and other service payments Ensure the administration related budget is available and well managed for effective and efficient operations
Team Performance Management (5%)Manage effectively the team performance including coaching, motivating, assignment of tasks, providing guidance and feedback on their performance, and conducting performance appraisal, etc.
Manage and measure the performance of rental vehicle service provider and providing feedback on the gap against the contract
Reporting (5%)Providing monthly, quarterly, semi-annually and yearly logistical reports.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.Leadership and BUSINESS management COMPETENCIES
Leadership COMPETENCIESSet and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
Set high standards for self and others’ behavior, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them utilize their potential.Accept change and support others in adjusting to it, helping them understand.
Business Management Competencies :Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and SecurityManage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project managementManage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills Technical expertise, skills and knowledge
QUALIFICATIONS AND EXPERIENCE REQUIREMENTS
Qualifications/Experience Essential:Education at BA Degree level such as Logistics, Supply Chain Management, Business Administration, Management, Economics and any other related field of studies
5 (five) years demonstrated relevant logistics and supply chain related work experience out of which 2 (two) years must be in a supervisory position with management responsibility in a Corporate, UN or NGO environmentSignificant experience in large scale logistical function both emergency and development programsDemonstrable driving qualification and experience
Qualifications/Experience Desirable:Minimum of 5 (five) years of relevant work experience in areas of vehicle fleet management, inventory management, customs clearance process, asset management preferably in INGO environment
Demonstrated experience scheduling and managing service requests from multiple departmentsLanguages Required:Fluency in English language is requiredKnowledge of local languages is a desirable
The closing date for the application is March 17, 2021.
This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.
Please note that: Applications and CVs written in English will be accepted and
Shortlisted candidates will be contacted.Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
More information about Plan International can be found on http:// plan-international.org
References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.
As an international child centered community development organisation, Plan International is fully committed to promoting the realization 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. Female applicants are highly encouraged to apply.POSTULER