Jobs Opportunities : Administrative Coordinator, Administration Department

Date: 19-Dec-2019

Location: Maroua, EN, CM

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 80 years, and are now active in more than 70 countries.

Job Description

Position ADMINISTRATIVE COORDINATOR

Grade C2

Department & Location: Administration Department, Maroua Programme Unit

Reports to (position): Emergency Response Manager / Country Administrative Manager, as appropriate

Purpose:

To ensure effective and efficient coordination of procurement, contract, hotel booking process, fixed asset follow-up and office related activities towards implementation of the country’s program.

Dimensions of Role:

The post-holder will organize and manage the support functions above noted to accompany the projects implementation. The holder is responsible for implementation of support functions activities for multiple projects. He/She will provide technical support to actively put into place as well as to ensure the management of a strong supply chains, support and capacity build the logistics, procurement and warehousing staffing to provide high quality logistical operating platform in the Program Unit.

- At least one Front Desk Assistant, one receptionist and one Janitor report to the role

- Area of Responsibility (location) – Maroua Programme Unit (Position based at Maroua)

Typical Responsibilities - Key End Results of Position:

PROCUREMENT

Process the purchase and supply of goods and materials for the PU as per the Operation Manual (OM), local procedures and policies to ensure value for money is obtained at all times,

Process with the preparation and processing of bidding documents for public tender offers to ensure a fair and transparent process for securing the services of consultants and contractors,

Process with the preparation, update and maintenance of contracts to keep and track all contracts without any reports on program disruptions due to maladministration of contracts,

Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement goods and materials for program activities,

Ensure that all the procurement activities are capture in SAP,

Monitor and follow-up the hotel and conference room booking.

FLEET MANAGEMENT

Monitor and follow-up all vehicle & motorcycle fleet movement from the purchase to the disposal,

Monitor and follow-up generators usage from the purchase to the disposal,

ASSET MANAGEMENT

Process with the registration, update and status of the fixed asset acquisition /movement, to keep and track all assets with no reports of loss of assets,

Process with inventory and propose assets for disposal

DISTRIBUTION / WAREHOUSING

Organize and supervise the management of warehouse

Organize and document the storage of goods / items

Organize and document all distribution process

OTHERS

Monitor and manage the team of Front Desk Assistant, Receptionist, drivers and Janitors to ensure they perform effectively and provide the required support services,

Prepare and follow-up the administrative department cash forecast,

Ensure the office and its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions,

Keep the Administrative Manager informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for program implementation, and submit all document to his approval,

Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

Dealing with Problems:

Understands administrative requirements as per the OM and other policies and procedures and provides required services to staff

Supports with coaching staff under his supervision on Procurement & Logistics requirements

Exhibit a good sense of judgment and responsibility in the performance of duties

Works with minimum supervision

Refers all final decision making to a senior manager

Communications and Working Relationships:

Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipments, utilities repairs and maintenance that would ensure Plan receives value for money.

Maintains a high contact with all country office staff to receive and process requests for administrative services

Maintains high contact with staff from the program unit to offer support, information, influence and or reasoning with regards to administration related issues.

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

Qualification and Experience

University Degree or Three years University Certificate (Licence) in Business Administration, Procurement & Logistics

At least 3-4 years working experience in a similar position,

Experience working with an international NGO would be an advantage.

Demonstrated behaviors needed by the post-holder to successfully perform the role:

Timeliness and proactive in the discharge of duties

Good planning organizational abilities

Communicates in a manner that inspires confidence and professionalism

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

Analytical and attention to detail

Good team player

Safety and security conscious

Good presentation and attention to details

Skills Specific to the post needed to put knowledge into practice.

Good communication and ICT skills

Good inter-personal skills

Good client/customer relations

Good writing and reporting skills

Good negotiation skills

Strong team player

High level of discretion

Planning & organizing

Physical Environment and Demands:

Travel requirements

This position requires 30% of travel time within the program unit and 70% of the time on office related activities.

Level of Contact with Children:

Low contact: No contact or Very low frequency of interaction

Mid contact: Occasional interaction with children

High level: Frequent interaction 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 and accompany at all times.

"Nous nous engageons à protéger les enfants et les jeunes"

"we are committed to keep children and young people safe"

Location: Maroua

Type of Role: Admin Coordinator

Reports to: ERM

Grade: C2

Closing Date: 01/01/2020

All applications must be submitted Online at :
https://jobs.plan-international.org/job/Maroua-Admin-Coordinator-EN/575611401/