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 position holder is responsible to support the efficient and effective implementation of Programs by ensuring; availability of logistics support on time and with required standard. Financial reports are accurate, reflecting the reality of logistics related transactions incurred at all times, Projects logistics activities are effectively implemented according to donor requirements, and Development and maintenance of systems within the grants portfolio.
Accountabilities and MAIN WORK ACTIVITIES
Office Administrative tasks, Payment Handling and Facilitation (30 %).
- Oversee and supervise office security service handlings efficiently and effectively.
- Ensure that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed.
- Ensure that the office compound and rooms are cleaned regularly.
- Ensure that the office electricity, plumbing system is functioning well and report any requests for repair / renovation to the Supply Chain and Admin Coordinator.
- Administer office and warehouse lease contracts effectively and efficiently.
- Collect budget on time from different projects and charging on SAP in coordination with Supply Chain Coordinator, budget holders and finance.
- Collecting and charging overhead costs from different grant coordinators for telecom service, utility, office rent fee and other service payments.
- Ensure the administration related budget is available and well managed for effective and efficient operations.
- Facilitate security service payment to the contracted service provider timely
Transportation & Fleet management (30 %).
- Assign and manage all vehicles and motorbikes in accordance of PIE fleet management policy and in consultation with logistics coordinator.
- Arrange transportation from suppliers to the office/warehouse, as necessary with the prior approval of Supply Chain and Admin coordinator;
- Check and sign each vehicles log-sheet every week, develop history file for each vehicles & motorbikes.
- Follow maintenance, fuel consumption, and annual inspection and insurance policy renewal of each vehicles and report to PA supply chain and Admin Coordinator.
- Approve and sign weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all vehicles.
- Maintain a vehicle inventory for the PA and advise about vehicle allocation; carry out a monthly analysis on office and rental vehicles usage for decision making.
- Facilitate timely payment for the rental vehicle service providers.
- Prepare and submit fleet report monthly base to PA Supply Chain Coordinator.
Asset management (15 %)
- Prepare inventory lists for items at PA level.
- Timely update fixed asset registration according to the organization asset management policy.
- Follow up recording and tagging fixed asset timely
- Undertake periodic inventory for fixed asset and other consumables item in the store.