Coordinator, Log and Administration at Plan International Ethiopia

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  • Company: Plan International Ethiopia
  • Location: Ethiopia
  • State: Afar Jobs
  • Job type: Full-Time
  • Job category: Administrative/Secretarial Jobs in Ethiopia

Job Description

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 Logistics and Administration Coordinator for Afar Emergency Response Project, based in Semera who will be reporting to the Emergency Response Manager.

Reports to: Ethiopia, Emergency response manager

Key Relationships

Internal: 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 areas
  •  Communicate 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 sheet
  • Identify timely the assets for disposal and collaborate and provide assistance during disposal of the assets
  • Follow-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 dispatching
  • Manage 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 agreement
  • Maintain 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 needed
  • Provide guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement, etc.) and ensures their proper implementation
  • Establish 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 utilities
  • Collecting 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 COMPETENCIES

  • Set 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 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

Job Requirements

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 environment
  • Significant experience in large scale  logistical function both emergency and development programs
  •  Demonstrable 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 departments

Languages Required:

  • Fluency in English language is required
  • Knowledge of local languages is a desirable

Method of Application

Submit your CV and Application on Company Website : Click Here Closing Date : 17th March, 2021

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