Recrutement de 01 Administrative Coordinator

Recrutement de 01 Administrative Coordinator
Niveau d'études: Non précisé
Expérience: 3 ans
Expire le: 26-07-2022

Plan International
Accra, Ghana
Humanitaire (ONG, Associations, ...), Projet/programme de développement
Administrative Coordinator

Location: Accra, Ghana

Company: Plan International

The Organisation
Plan 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 85 years, and are now active in more than 75 countries.

ROLE PROFILE
Title

Administrative Coordinator

Functional Area

Supply Chain -Country Office

Reports to

Supply Chain Manager

Location

Country Office

Travel required

40%

Effective Date

01 -11-2019

Grade

C2


role 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 strategy.

Dimensions of the Role

• Area of Responsibility – Country Office

Accountabilities

Office Facility Management
Ensure effective and efficient facility management of the Country Office
Monitor Janitors to ensure cleanliness of the office, both indoors and outdoors
Ensure adequate supply of water and electricity for office use
Ensure stand by generator is in good working condition at all times
Ensure 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 Ghana
Work 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 Project Managers 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.

Perform all other duties assigned by your supervisor.

Dealing with Problems:
• 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 functions

• Receive, sort, classify, issue, stock goods and materials

• Conduct stocktaking and inventory of stores

• Works with minimum supervision

Exhibit a good sense of judgment and responsibility in performance of duties
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
• 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 services

• Maintains medium contact with staff from the program unit offices to offer administrative related support services towards implementation of programs

Technical expertise, skills and knowledge

Qualification and Experience
• First degree in Business Administration or Logistics.

• 3 or more years working experience in a reputable organization especially in the NGO environment.

Knowledge
Timeliness and proactive in the discharge of duties
Good planning and organizational abilities
Good supervisory and listening abilities
Open to feedback and willingness to adopt to new approaches and processes
Ability to inter-face with all levels of management
Good team player
Communicates clearly and effectively
High awareness of safety requirements of area of operation
Ability to drive a motor vehicle and possession of a valid driver’s license

Skills
Good communication and ICT skills
Good inter-personal skills
Good client and customer relations
Good writing and reporting skills
High sense of judgment and responsibility
Strong team player
Culturally sensitive
Good negotiation skills
Organisational and project management skills

Behaviours
Promotes innovation and learning
Communicates effectively and enthusiastically
Behaves consistently in his/her approach to work and decision-making

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
We 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 workplace
We support children, girls and young people to increase their confidence and to change their own lives.

Physical Environment

Travel requirements
This position entails a minimum of 40% travel both within and outside the country

Level of Contact 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.

Signature of Employee:

Date:

Signature of Line Manager:

Date

Location: Country Office -Accra

Type of Role: Administration

Reports to: Supply Chain Manager

Grade: C2

Closing Date: 26th July, 2022

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.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.