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Recrutement de 01 Administration & Logistics Assistant

Localité : Mozambique / Maputo
Domaine : Transport et Logistique
Niveau : Non precise
Entreprise recruteur : Plan International

Recrutement de 01 Administration & Logistics Assistant
Niveau d'études: Non précisé
Expérience: 3 ans
Expire le: 15-02-2023

Plan International
Nampula, Mozambique
Humanitaire (ONG, Associations, ...), Projet/programme de développement
Administration & Logistics Assistant

Location: Nampula, Mozambique

Company: Plan International

THE ORGANIZATION
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.

Plan International has been operating in Mozambique since 2006 and is one of the leading organizations in the advancement of children’s rights and equality for girls and young women. Plan International in Mozambique has a permanent office in Maputo and maintains a presence in Nampula, Inhambane, Sofala and Cabo Delgado provinces with strong presence at district levels, implementing both long term development and humanitarian initiatives.

Our goal is to make significant contributions so that Girls are protected from early and forced marriage and pregnancy. Plan International Mozambique is focused on four integrated and mutually supportive programme axes: Education, Adolescent sexual and reproductive health and rights, Skills and Opportunities for Youth Employment and Protection.

ROLE PURPOSE
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.

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

MANAGEMENT SCOPE, REPORTING LINES, KEY RELATIONSHIPS
Reports to: Procurement & Logistics Coordinator/PA Manager
Direct Reports: No direct reports

Key Relationships
Internal: The job holder has a close internal work relationship with the following departments/units and/or functions:

All Programs and Departments for procurement related activities, Supporting Requesting for Purchase Requisition creation and approving in the SAP/other ERP in use

External: The job holder has a close external work relationship with the following

Suppliers, and customs for procurement related activities, like collecting quotation, receiving goods and payment

LEVEL OF CONTACT WITH CHILDREN
Low contact: No contact or very low frequency of interaction

PHYSICAL ENVIRONMENT
The position is typical office environment

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
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.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
Ensure 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.
Ensure that Plan Mozambique 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 COMPETENCIES
Courageous in taking a lead, focused on Plan International's purpose and making the most effective contribution within my own work context.
Behave in line with our values and safeguarding practices, inside and outside work.
Challenge own attitudes, unconscious bias and behavior and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
Honest and efficient in use of resources, including own time.
Take responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyze issues and improve things.
Good team player, communicating effectively and being open and supportive towards those around them.

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 Security.
Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management.
Manage 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:
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
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.
Knowledge of using SAP

Languages Required
Fluency in Portuguese and Advanced level of English language is essential
Knowledge of local languages is a desirable

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable
We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together
We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

Women Highly Encouraged to Apply

Advert closes 15th February, 2023

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.

Disclaimer:
Plan International doesn't charge any monies to applicants for employment opportunities. Some individuals are contacting people offering false employment opportunities. We take such a matter extremely seriously, and by making you aware of this, we hope to avoid and ultimately stop victims falling for this scam



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