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.
Plan started working in Egypt in 1981 and has a presence in ten of the 27 governorates in which the country including Cairo, Alexandria, Giza, Beheira, Kalyoubia, Damietta, Qena, Assuit and Sohag. Plan international Egypt implements programmes designed to enable communities to improve the lives of the most marginalised children and their families. Plan Egyptโs Country Strategy focuses on five strategic objectives.
Through a five-interconnected, gender transformative and context-fit country objectives, PIE intends along with the various stakeholders at all levels to continue delivering positive and transformative changes so that โChildren, especially girls, and young people grow up in an enabling environment, realizing their rights and contributing in both development and humanitarian settings as active agents of changeโ.
Purpose
Provide the required operational support to PA team members enabling them to trigger positive changes in the lives of marginalized children and communities, while ensuring that Plan Egyptโs operations policies (SCOM) are understood, applied and adhered to by the team members. Through working in tandem with the PAsโ leadership team, the OP retains final accountability for timely and quality delivery of the requested services contributing to the recognition of Plan Egypt as a fair, accountable and transparent organization.
Scope
- The role support for SAP/YODA Procurement functional queries and issue handling, working closely with the Supply Chain Systems and Standards Lead to provide workable solutions for users. The role will support the integration of current business processes for Logistics with a specific focus on Tracpoint.
- Establish a proper office administration in line with Plan International policies and procedures.
- Ensure proper maintenance of Country Office premises, and establish a user-friendly working environment for staff.
- Effectively and professionally manage international travels.
- Provide support to staff to organize meetings
- Facilitate International Staffโs stay in Egypt
- Supervise and manage a motivated Administration Support Staff and other outsourced staff.
- Ensure effective implementation of Plan Internationalโs Policy and procedures on management of vehicles & Issue a monthly country report on fuel consumption
- Contribute to preparation of quarterly and annual logistics related reports
- Contribute to cost-efficient logistics
Accountabilities:
- Handle the petty cash requests as per Planโs policy and procedures.
- Contribute and ensure quality implementation of Plan Egyptโs Supply Chain, People nd Culture and security policies ensuring that the relevant PAs team member fully understand and committed to their implementation.
- Coordinate the medical services provided to the team members within the PAs with the service provide ensuring that the services are afforded with quality.
- Team up with the PAs leadership team in developing the annual plan for the PAs.
- Participate in the induction plan for the newly hired staff ensuring their adequate understanding of and commitment to Planโs policies and in particular security, HR and procurement ones.
- Assist in translating the required documents as and when required.
- Coordinate with employees to manage the scheduling of drivers ensuring that transportation is available for members of the PAs within the policies and procedures.
- Provide logistics services during meetings, visits and workshops for the PAs.
- Coordinate the vehicle periodic maintenance as well reactive maintenance to ensure that vehicles are readily available for service within the PAs
- Supervise the office cleaning and security.
- Responsible for coordinating procurement planning and committed to receive purchase requisition forms matching with what is included at procurement plan.
- Understand and apply procurement procedures relevant to its level.
- Ensure that pre-qualified suppliers and Consultancy firms are registered at systems in accordance with applicable procedures.
- Responsible for Fleet by reporting and monitoring input data in TrackPoint (fuel, maintenance, incidents.
- Responsible for Plan Asset, through physical asset receipt in quality and quantity, asset tagging, asset recording, manage receipt documentation, reporting, receipt discrepancies).
- Prepare quarterly reports to submit to Country office (Logistic report โ security report โ travel data report โ procurement report โ fixed assets reports)
- Process all admin related transactions into SAP concerning procurement, registering new suppliers, registering part-time staff, and extracting relevant reports.
- Conduct visits to newly registered suppliers and brief them on Plan policies,
- Participate in the annual assessment of suppliers and service providers.
- Manage recruitment and termination processes within the area in accordance with Social Insurance and labor office procedures.
- Manage premises lease contracts, in addition to insurance of premises and assets.
Budget management and asset management
- Lead the development of the Admin-PO budget within the PAs and ensuring their adherence to the requirements of the SAP.
- Ensure that all admin related transactions within the PAs are processed into SAP and with the maximum level of quality.