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 this is often suppressed by poverty, violence, exclusion and discrimination. And itโs 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 childrenโs rights from birth until they reach adulthood. And we enable children to prepare for โ and respond to โ 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 85 years, and are now active in more than 80 countries.
ROLE PURPOSE
The Emergency Operations Officer will support the Emergency Response Operations by carrying out administrative duties in Logistics, Procurement, Car Movement, Assets Management etc. Related to Plan International emergency response activities and interventions on a country and filed office level, as well as other related tasks.
DIMENSIONS OF THE ROLE
Under the guidance and direct supervision of the ER Program Manager, the Emergency Operations Officer will be based in Beirut. He/she ensures timely and accurate duties such as: Procurement, Car Movement, Assets Management etc. For that purpose, he/she will work closely with the Operations department, Programs team and the Finance Department to support them in implementing related procedures.
ACCOUNTABILITIES
General Administration
โข Ensure that operations and procedures are in line with Plan Internationalโs policies and procedures.
โข Assists with all operations activities related to the emergency response as requested, including monthly billing, tracking and reimbursements.
โข Requests & ensures all operational monthly settlements are closed and documented (scanned, fieldโฆ)
โข Prepares Payment Requestor relevant supplierโs/service providers and submit it to the finance department in order to process their payments.
โข Offers support and/or guidance to operation in tracking all petty cash transactions and update related form regularly.
Logistics and Procurement
โข Controls deliveries to office/Field in terms of quantity and quality.
โข Validates the information filled in PRs (specification, delivery times, pricesโฆ), before starting the procurement and provide feedback or request modifications if necessary
โข Manage negotiated procurement and prepare all relevant documentation (collection of quotations, negotiation with suppliers, preparation of Comparison sheetโฆ
โข Check on the request for quotations (RFQs) related to emergencies before sharing it with supplierโs/service providers
โข Check on canvass related to the requested items, including: โsuppliers, item criteria, prices, etc.โ and share it with the requestors for selection
โข Monitor and track the inventory of office assets and supplies in coordination with his/her line manager
โข Draft agreements in parallel with Operations Department with new Suppliers and/or consultants needed for the emergency response.
โข Work on relevant estimated pricing lists to support Program team.
โข Receive and check deliveries to ensure that the correct amount and type of stock is delivered.
โข Liaise a network with contractors and suppliers to create supplier database
Other
โข Ensure proper recordkeeping and efficient filing of all records including data collection, delivery notes, reports, official correspondence etc.
โข Support existing programmes as needed
โข Dotted Line with Operations and Security Manager
โข Attend calls, meetings, etc. as required.
1. Ensures that Plan Internationalโs global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan Internationalโs Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
KEY RELATIONSHIPS
Internal:
โข Operations Team
โข ER Team
โข Programmes Team
External:
โข Partners
โข Suppliers
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Demonstrable knowledge and understanding of:
โข The context in Lebanon, particularly on issues affecting the rights and well-being of children and young people, especially girls and young women;
โข Humanitarian principles and โdo no harmโ approach.
Qualifications and Experience
โข Preferred Bachelorโs Degree in related field.
โข At least 4 years working in similar position with an INGO in Lebanon
โข Preferred Experience of relevant operational systems
โข Experience in working on an emergency Response
โข Excellent written and oral communications in Arabic and English mandatory.
โข Adherence to Plan Internationalโs Child Safeguarding Policy, Code of Conduct/Prevention of Sexual Abuse & Exploitation (PSEA), and other relevant humanitarian standards and policies.
Skills
โข Strong organizational abilities; able to prioritise and manage short-term and continuing projects across diverse themes despite competing deadlines.
โข Strong commitment to child safeguarding & Antifraud policies both inside and outside the workplace.
โข Ability and experience in adapting to systems & processes
โข Strong character traits, including team work, striving for high performance, emotional stability, resilience, adaptability, and ability to handle stress, strong initiative and self-motivation, cultural and gender sensitivity, honesty and physical fitness to travel are essential.
โข Excellent written and oral communication skills, with excellent command of spoken and written English and Arabic.
PLAN INTERNATIONALโS VALUES IN PRACTICE
We are open and accountable
1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.
We work well together
1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and โwin-winโ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. We support children, girls and young people to increase their confidence and to change their own lives.
LEVEL OF CONTACT WITH CHILDREN
Medium contact: Medium frequency of interaction
TRAVEL
โข In-country travel is estimated at 30%.
โข Regular international travel may be required.
Location: Beirut
Type of Role: Operations/ Emergency Response
Reports to: Project Manager
Grade: C1
Closing Date: July 23, 2023
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International 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 foster an organisational culture that embraces our commitment to racial justice, gender equality, girlsโ rights and inclusion.
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. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
Please note that Plan International will never send unsolicited emails requesting payment from candidates.