ADMINISTRATIVE COORDINATOR AT PLAN INTERNATIONAL

Akwajobs   (Bertoua, East Cameroon)

Posted : 25 April, 2020

Category : Administration, N.G.O   Location : Bertoua, East Cameroon

Job type : Full Time

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Date: 22-Apr-2020

Location: Bertoua, ES, 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, Bertoua Program Unit

Reports to (position): Program Unit Manager / Country Administrative Manager

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) – Bertoua Program Unit (Position based at Bertoua)

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: Bertoua

Closing Date: 

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 Safeguarding Children and Young People policy.

As an international child centred 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.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

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