Plan International recruits 01 country administration & logistics manager
Plan International
Bissau, Guinea-Bissau
Humanitaire (ONG, Associations, …), Projet/programme de développement
COUNTRY ADMINISTRATION & LOGISTICS MANAGER
Location: Bissau, Guinea-Bissau
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.
ROLE PROFILE
| Title | Country Administration & Logistics Manager | ||
| Functional Area | Logistics | ||
| Reports to | Mano River Cluster Head of Operations (Guinea Bissau and Senegal) | ||
| Location | Bissau | Travel required | Some field trips |
| Effective Date | April 2022 | Grade |
ROLE PURPOSE[A concise statement, capturing the primary reasons that this role exists and a clear articulation of the context of the role. How will this role contribute to creating lasting change for children?]
The Country Administration & Logistics Manager is responsible for overseeing all administrative, logistical and procurement aspects of activities supporting Plan International Guinea Bissau’s programs. (S)he ensures all activities are done according to Plan’s laid down procedures and practices as prescribed in the Plan’s Operations Manual and comply with the agreement between Plan International and the Government of Guinea Bissau.
The Country Administration & Logistics Manager is a member of the Extended Country Leadership Team (ECLT) of Plan International Guinea Bissau.
DIMENSIONS OF THE ROLE[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]
This position reports to the Mano River Head of Operations and is responsible for the following:Nurture good relationships with the Government of Guinea Bissau
Translate global legal management standards into reality in Plan International Guinea BissauEnsure procurement activities support timely and quality program deliveryEnsure a professional management of Plan International Guinea Bissau’s assets and inventoriesEnsure Plan’s facilities are in good order and well secured for Plan’s workEnsure Plan’s fleet support effective delivery of program activitiesDevelop and lead a competent and motivated administration team
ACCOUNTABILITIES[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.
This should include a series of brief statements that define the end results required. E.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.
Statements should ideally be worded so that they will lead to thoughts of measurement. For example, it is better to state something like « achieve maintenance standards » than « undertake maintenance ». The former leads to a measure against the maintenance standards.]
Nurture good relationships with the Government of Guinea BissauEnsure that Plan adheres to all aspects of the Country Agreement between Plan and Guinea Bissau Government;Ensure there is a system of monitoring of all items purchased through duty free exemptions;Ensure that equipment purchased with duty free are not sold or donated to third party without payment of dutyEnsure that required reports from Plan to Guinea Bissau Government are sent in a timely manner. Translate global legal management standards into reality in Plan International Guinea BissauEnsure Plan complies with all applicable laws and regulations in Guinea Bissau;Ensure Plan enters contracts that are reasonable, protect its interests and are risk free;Ensure Plan complies with obligations resulting for it from signed agreements;Ensure Plan has access to high quality legal advice by facilitating/monitoring relationships with Plan’s lawyer for administrative and legal matter Ensure Plan maintains an appropriate registration, understands and complies with its requirementsEnsure consistent application of Plan’s Anti-Terrorism Screening (ATS) policyEnsure that all Plan contracts are based on pre-approved format by Plan’s lawyer and on Plan’s minimum guidelines of contracts/agreementsDraft contracts and addenda and after review by the Head of Operations ensure they are signed with all annexures, dispatched and filed. Ensure procurement activities support timely and quality program delivery
Collaborate with all department heads and staff to ensure purchase of goods and materials is properly planned, timely delivered in the required quantity and quality at an effective cost;Make sure consolidated country procurement plan is developed, periodically updated and consistently implemented;Regularly assess risks that are likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed.Ensure periodic updates are provides to staff on their requests;Ensure relationships between Plan and suppliers/service providers are well nurtured and free from any conflict of interest with the Logistics team. Ensure a professional management of Plan International Guinea Bissau’s assets and inventories
Ensure assets are tagged, monitored, and an asset count exercise is conducted at least once every year.Ensure disposal are carried out in due respect of organizational procedures and sound documentation is kept of the process. Ensure that Plan International Guinea Bissau’s facilities are covered by appropriate insurances and a monitoring mechanism exists to ensure damages are promptly repaired by the insurer.Facilitate the annual insurance survey and submit quality report to the headquartersEnsure notification is made to relevant persons using the incident/loss notification form within the 48 hours of occurrence of incidents, damages or lossesEnsure mechanisms and relevant tools are in place to document asset transferEnsure stock is managed as per organizational procedures and most accepted standards.
Ensure Plan’s facilities are in good order and well secured for Plan’s workEnsure there is a sound mechanism for the regular, timely and effective maintenance of Plan premises;Ensure that Plan’s office, compounds and housing are in good standard of managementEnsure that Plan has in place an adequate security system in its premises for staff, vehicles, equipment’s etc.Supervise/facilitate conferences /workshops and visits arrangements Ensure Plan’s fleet support effective delivery of program activities
Ensure that all Plan vehicles are always in good working condition;Ensure there is an adequate insurance cover for all vehicles in all time and their licenses are always up to date;Ensure there is a cost effective coordination mechanism for vehicle movements between Country office and program units areas;Ensure systematic cost recovery on use of vehiclesEnsure there is a monthly report of the maintenance cost for each vehicle Develop and lead a competent and motivated administration team
Ensure Individual Accountability Plans (IAPs) of team members are aligned with the department objective and achieve organizational mandate.Ensure mechanisms are in place to develop team members’ capacities through different mechanisms including coaching, mentoring;Ensure timely and quality appraisals of supervisees and professionally address poor performance issues without bias
Others: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[This section refers to people inside and/or outside of the organisation that the post-holder needs to have contact with, and why. This should include virtual presence.]
Internal contactsHigh contact with Mano River’s Head of Operations as the direct supervisor
High contact with Finance DepartmentHigh contact with Program staffsHigh contact with Grant and Sponsorship DepartmentsHigh contact with Human Resource & Organizational Development Department External contacts
High contact with line Government Ministries
High contact with Plan’s Legal RetainerMedium contact with Development AgenciesMedium contact with other International NGOs and local NGOs/CBOs.Medium contact with suppliers TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
[This section details the skills, knowledge and expertise the post holder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
Essential
Successful candidates will possess;
University Degree in Business/office administration/Law, procurement or logistics or related field.A minimum of five (5) years of experience in general administration, procurement and logistics management in an International Non-Governmental Organisation environmentSound knowledge of SAPExcellent technical knowledge on general administration areas as indicated by the duties aboveKnowledge of operational and logistics support in volatile emergency conditions is an advantageKnowledge of logistics and procurement procedures to support a changing programFirst-hand experience and knowledge of working in developing country environmentsKnowledge of contract development and managementManagerial ability to delegate duties to subordinates to meet deadlines and coach members of the teamBehaves consistently in approach to work and decision-makingStrongly drives performance forward in area of the business for which they are responsible together with the teamBalances future vision with practical deliveryDevelops mutual trusting relationships with complex partnerships that have excellent business outcomesSets a strong learning culture in their part of the organisationRemains calm and positive under pressure and in difficult situationsAware of impact on others and adjusting own behaviour accordinglyTolerant of difference – cultural sensitivity in relation to its impact on HR Desirable
Good communication skills. Comfortable working with colleagues from different cultures and various internal departments;
Good writing skills in English.Preference for team work and a collaborative working environmentGreat availability;Great listening skills, discreet and tactful.Sensitive to cultural and social conditions.Commitment to continuous learning; willing to update knowledge in logistics field.Ability to respond/manage multiple demands from various sites/departmentsWork experience in similar position in an International Non-Governmental Organization (NGO)
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountablePromotes 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 impactArticulates 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 togetherSeeks 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 empoweringWe 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 workplaceWe support children, girls and young people to increase their confidence and to change their own lives.
PHYSICAL ENVIRONMENT[In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.]
Typical office environmentLEVEL OF CONTACT WITH CHILDREN
[Please delete as applicable]
Occasional interaction with children
SUBMISSION OF APPLICATIONS
The application must be submitted in the link below by April 21st https://jobs.plan-international.org/search/?createNewAlert=false&q=Bissau
Location: Bissau, Guine-Bissau
Type of Contract: Local
Reports to: Head of Operation
Grade: D2
Closing Date: June 1, 2022
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International 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 foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
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. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
POSTULER