VdE | Assistente de logística e Administração | Plan International
Date: 21-Feb-2022
Location: Nampula, Mozambique
Company: Plan International
Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.
Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.
In Mozambique we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane, Sofala, Nampula and other provinces where Plan may operate in future. These projects are programmed along our three strategic pillars: Girl Education, Sexual Reproductive Health Rights, Youth Economic Empowerment and climate change. Our work is gender transformative and includes influencing work at national and sub-regional level.
This role will provide operations support services at required and agreed levels in the areas of administration, procurement and logistics including but not limited to office maintenance, inventory and asset management, setting up venues for workshop training and booking hospitality for stakeholders, handling payments and travel bookings, etc.
The job holder will be the liaison and point person for the administrative support issues in the Program Area office (PA) and would be expected to maintain high standard levels of customer service, that is, will be expected to be customer oriented when handling administrative issues. He or She will constantly liaise and work with the Logistics and Procurement team members at the PA as well as those based at the other Program Areas (PAs) and Country Office (CO). Ensure adherence to administrative, logistics and procurement guidelines, standards, principles and policies.
Dimensions of the Role
The Administration Assistant shall report to the Logistics, Procurement and Security Coordinator. The incumbent is expected to undertake all responsibilities in an efficient and effective manner including the organization and coordination of all administration activities for all Plan operations in Nampula. The Administration Assistant will be familiar with a variety of the field´s concepts, practices and procedures.
Key Dimensions of the role
- Stakeholder relations management support
- Property and security management support
- Inventory and asset register management support (logistics)
- Procurement management support
Accountabilities – Key end results of the position
- Stakeholder relations management support
- Ensure high level customer service standards through answering and directing all calls to relevant unit or program stakeholder.
- Work very closely with the program managers in organising and scheduling meetings and appointments with key program stakeholders.
- Develop and maintain an up to date contact list of stakeholders or customers for various projects within plan in program area (PA).
- Produce and distribute correspondence, memos, letters, forms and minutes when necessary.
- Develop and maintain an easy access filing system both hard copy and computer.
- Liaison with the program managers in coordinating travel requests, visa, transport and accommodation requests and security briefing for visitors in the Program Area.
- Liaise with executive administrative Assistant in CO and Program Managers to handle requests and queries from various projects in the PA level.
Act as a point of contact and provide accurate information to queries from walk in customers and suppliers in relation to projects and tenders.
- Ensure payments to vendors are timely conducted in line with goods received notes that meet the specification, quantity, and quality specified in the purchase requisition and purchase orders to ensure good value for money.
- Liaison with Program Area Manager (PAM) in providing effective security systems in the office and ensure there is a clear lock up system in place
- Lead and support program staff in the creation of purchase requisitions, and advise the L&P coordinator on any discrepancy.
- Support emergency response team in the preparation of disaster response plan and actively participate in its implementation when required.
- Effectively support all start and end projects related logistical and administrative arrangements.
- Property and security management support
- Checks and ensures utilities such as electricity, water and office communication systems are properly functioning and arrange timely maintenance as required and in close liaison with other Administration, Logistics, Procurement & Security staff;
- In close liaison with the Administration and other Logistics staff, closely follow up and manage property landlords requirements as well as all other aspects for leases, contractors, transporters and others;
- Work hand in hand with the finance to ensure office rent and utilities are timely paid on monthly basis;
- Implement health and safety recommendation for the office, and in asset usage;
- Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
- Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents and other Logistics, Procurement and Administration staff.
- Inventory and Asset register management and maintenance
- Record all Plan assets at PA level in the asset register and update accordingly as well as liaise with and obtain the Program Area (PA) asset registers for consolidation into one Country register.
- Ensure maintenance of assets and equipment by completing preventive maintenance requirements; calling for repairs, keeping up to date inventory records of equipment; evaluating new equipment and techniques
- Ensure sufficient office supplies are available and clear records of stock replenishment by anticipating needed supplies; placing and expediting orders; verifying receipt of the same.
- In close liaison with the Logistics, Procurement and Security Manager, coordinate asset disposals according to Plan policy and procedure.
- Support the Logistics Officer or Logistics, Procurement Coordinator carry out periodic asset counts and tagging according to Plan policy.
- Ensure that asset insurance is in place and monitored to minimise loss to Plan International Mozambique.
- Procurement and Logistics management support
- Manage and Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, and rules of engagement etc.) and ensures their proper implementation.
- In support of the Logistics and Procurement Coordinator, undertake annual market price surveys for project goods and services including office supplies and travel arrangements
- In coordination with the Logistics and Procurement Coordinator ensure adherence to Plan SOPs, policies, code of conducts and office procedures.
- Liaise with the Logistics and Procurement Coordinator to implement health and safety recommendations for the office, and in asset usage.
- 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.
Key relationships
- Procurement, Logistics and Security Coordinator to whom will report
- Works with the Project Managers, Project Officers, and other Program staff;
- Finance Department
- Program Areas staff
- All other Procurement and Logistics staff
- Partner Operations (if any)
Technical expertise, skills and knowledge
Essential
- Degree in Business Administration or equivalent
- 3 years relevant working experience in a similar role
- Adequate Analytical skills
- Ability to work well with others under deadline situations and respond to changes in priorities
- Ability to interpret and work accordance with laid down procedures.
- Excellent interpersonal skills
- Good command of English and excellent communicator both oral and written
- Negotiation skills
- Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet
- Ability to multitask and deliver on set deadlines.
Desirable
- Knowledge of using SAP
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.
Physical Environment
The position entails office work (60%), with a computer and desk
Level of contact with children
Mid contact: Occasional frequency of interaction
We highly encourage Women to Apply
Location: Position based in Nampula
Plan is an Equal Opportunity Employer and as such qualified female candidates are highly encouraged to apply.
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 Child Protection Policy.
As an international child-centered 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.
Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.
