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 Logistics and Administration Officer plays a critical role in ensuring that Plan International Jordan (PIJO) operates effectively, efficiently, and in full compliance with organizational standards, donor regulations, and national laws. This role provides a wide range of logistical and administrative services to support both programmatic delivery and internal operations.
The position leads on fleet coordination, ensuring that PIJO vehicles are effectively managed, maintained, and utilized in line with safety, accountability, and cost-efficiency standards. It is also responsible for the full spectrum of international travel support for PIJO staff and visitors, , logistics arrangements, and provision of security briefings.
In addition, the role covers core administrative functions such as warehouse and inventory management, office supplies and utilities, maintenance, official correspondence. The Logistics and Administration Officer ensures that PIJOโs administrative backbone runs smoothly, enabling staff and visitors to focus on achieving programmatic objectives.
Dimensions of the Role
The Logistics & Administration Officer reports to Operations and Security Manager, and supervises All fleet staff along with the caretakers. The Logistics & Administration Officer will be responsible for supporting the Operations and Security Manager in leading and ensuring implementation of Operations policies, goals, objectives, and guidelines; this includes overseeing fleet management, Travel, administrative functions also including warehouse and inventory management, office supplies and utilities, and maintenance. The role involves working collaboratively with various departments and external stakeholders. This Position will Not directly be responsible for budget management but contributes to cost efficiency and compliance through accurate and proper documentation and adherence to procedures.
Accountabilities
General:
Compliance and adherence to Plan International policies, guidelines, handbooks, goals, objectives, and donor/auditor requirements and national law in all processes and procedures. Supervise Fleet and caretakers Staff and support building their capacities Work closely with the Operationโs team, when needed to step in ensuring proper system processing (SAP) and segregation of duties.
Fleet Coordination:
Develop, update, and circulate weekly movement plans for all PIJO vehicles in coordination with departments to ensure efficient allocation and safe movement. Consolidate, review, and submit mileage reports, fuel consumption data, and rental bills, cross-checking against invoices and logbooks to ensure accuracy and detect anomalies. Coordinate and supervise driversโ schedules, performance, and compliance with traffic laws and organizational safety procedures, including training and daily oversight. Manage vehicle maintenance and repairs, ensuring timely preventive servicing, recording all maintenance activities, and keeping detailed service histories for audit readiness. Record, document, and escalate vehicle accidents, liaising with insurance companies and service providers, and prepare formal incident reports for management. Generate and submit fleet KPIs and system-based reports regularly, analyzing trends to identify efficiency gaps and recommending improvements to the Operations & Security Manager.
Travel Coordination:
Process and track all international travel requests for PIJO staff and consultants, ensuring compliance with organizational travel policies and donor regulations. Provide end-to-end logistical support for international visitors, including airport transfers, hotel bookings, and transport arrangements. Prepare and deliver security briefings and welcome packs for international visitors, ensuring they understand PIJOโs safety standards and local context. Support the Procurement team with travel-related purchases and vendor management, including ticketing agencies, hotels, and transportation providers. Maintain and update the visits tracker, recording all visitor-related information. Ensure that all official correspondence and approvals are archived properly for compliance and audit.
Administration:
Manage and improve the warehousing and inventory system, including the design and maintenance of an inโout tracking system to ensure accurate and real-time records of assets and supplies. Conduct regular stock-taking and monthly reconciliation, ensuring that shortages or discrepancies are investigated and reported. Ensure the availability of office supplies, monitor consumption levels, and raise procurement requests in a timely manner to avoid shortages. Oversee office maintenance, coordinating repairs, conducting monthly checks, maintaining service logs, and ensuring the office is safe and fully operational. Handle all incoming and outgoing external correspondence and official letters, ensuring timely delivery, accurate archiving, and professional communication. Manage office utilities and service contracts (rent, internet, water, electricity, and security services), monitoring consumption and ensuring timely renewals and payments. Operate the main office phone line, ensuring professional and courteous communication with internal and external stakeholders. Conduct, together with the Operations team, the annual physical asset inventory, reconciling records with actual counts and ensuring accurate reporting. Maintain and ensure timely renewal of office registration certificates and legal/statutory documents, coordinating with authorities as needed and keeping proper records for compliance. Support in conducting security assessments for all locations as needed.Child protection, gender equality and inclusion
Key relationships
Internal: Daily collaboration with Operations Manager and Operations Coordinator. Frequent coordination with all staff, more frequently with Finance, Procurement, Program, and HR teams.
External: Vendors and suppliers (fuel, maintenance, rental, utilities, travel agencies), Governmental entities including Municipalities, service providers, landlords, and government authorities as required.
Technical expertise, skills and knowledge
Technical Competencies
Proven experience in fleet management including fuel tracking, mileage monitoring, maintenance scheduling, and KPI reporting. Experience in coordinating international travel and visa procedures, including direct engagement Skills in warehouse and inventory management, including the development of inโout systems and annual verification exercises. Administrative competence in office utilities, maintenance, correspondence, and document control. Ability to produce clear reports and maintain accurate archiving systems for audits and compliance.
Skills
Strong negotiation, organizational, facilitating and influencing skills Strong planning and coordination skills with the ability to manage multiple priorities. Excellent interpersonal and communication abilities, both in Arabic and English. High attention to detail and strong record-keeping skills. Advanced computer literacy, including MS Office (Excel, Word, Outlook); Advanced Excel is mandatory. and experience with fleet/travel management systems. Analytical and problem-solving skillsKnowledge
Bachelorโs degree in Logistics, Business Administration, Management, or a related field. 2 โ 3 Years of experience in Logistics/Administration Strong understanding of fleet management systems, travel coordination, and administrative operations. Knowledge of Jordanian legal and administrative procedures related to visas, registrations, and office compliance. Familiarity with donor compliance standards and organizational policies is an asset.Behaviours
Demonstrates transparency, accountability, and integrity in all actions. Proactive problem-solver with ability to work under pressure. Strong Support orientation and teamwork spirit. Commitment to safeguarding, gender equality, and Plan International values.Plan Internationalโs 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 peopleWe 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 โwin-winโ 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
Typical Office Environment, and field travel when required
Level of contact with children
Low contact: No contact or very low frequency of interaction
Location: Plan Jordan, Amman
Type of Role: Fixed Term Job
Reports to: Country Operations and Security Manager