The Organisation
Plan International is an independent development and humanitarian organisation that advances childrenโs rights and equality for girls. We believe in the power and potential of every child but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.
Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We support childrenโs 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.
For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.
We wonโt stop until we are all equal.
Role PURPOSE
The primary purpose of this role is to support for smooth functioning of the office and administrative functions at the Plan Romania office in Bucharest. Reporting to the Head of Mission, S/he will be responsible for effective office management, HR Support, cash fund transactions, air ticketing, accommodation and event support, maintenance & repair and general administrative support at the country office and at the staff housing location.
Dimensions of the Role
Budget held: N/A
Number of direct reports: None
Key stakeholder groups:
Internal
Plan Romania Staff Ukraine Response Head of Finance & Operations Ukraine Response Logistics & Procurement Manager Head of HR & OD, Ukraine Response Hub Head of Ukraine Response Operations Plan Poland, Moldova and Ukraine Response country and Hub staffExternal
Vendors and service providers
Accountabilities
Office Administration
Receive visitors, screen their appointments and direct to concerned staff as advised Receive and send mail and parcels when needed Oversight and monitor the management of staff and visitor office access cards at Impact Hub Support Plan Romania staff with printing, copying and scanning Maintain inventory of office assets and consumable supplies Update the roster for regular office suppliers and service providers
General Logistics
Ensure invoices are received from vendors and follow up with Plan Accounts Payable on vendor payments Collect quotes for and purchase office supplies or other materials or services needed by staff Administer courier services Support English-speaking staff with Romanian to English translations when language barriers are an operational challenge Maintain procurement tracker and update the progress on weekly basis.
Travel arrangements (domestic)
Support staff in booking domestic travel in Romania (air, train, car) for project site visits Maintain roster for regular service providers travel agencies, airlines and transport/vehicle companies) Maintain deployment tracker and ensure Terms of Reference are received before travel and that Trip reports are received after travel
Accommodation & Event Support
Provide logistics Support for timely implementation & delivery of programme activities Arrange accommodation (hotel or apartment) booking for official visitors Arrange venue/hall booking and catering for official events, workshops and meetings
Human Resource Management