Overview
Provide operational support to program area team members, ensuring compliance with organizational policies and timely delivery of services.
Key Responsibilities
- Manage administration, logistics, fleet, assets, procurement, petty cash, and office facilities.
- Coordinate staff services including medical support, transportation, onboarding, recruitment, termination, and employee administration.
- Oversee supplier registration, procurement planning, vendor assessments, contract management, and SAP transaction processing.
- Ensure proper management of office premises, vehicles, assets, security, cleaning services, and insurance coverage.
- Prepare operational and compliance reports and support meetings, workshops, visits, and annual planning processes.
- Lead administrative budgeting, SAP compliance, and transaction processing.
- Monitor and report administrative expenditures, budgets, and variances.
- Support grant budgeting and ensure cost recovery requirements are included.
- Oversee asset management and compliance with organizational policies.
- Monitor implementation of audit recommendations and support risk mitigation.
- Support security management, compliance, and implementation of security procedures.
- Maintain security documentation, share security updates, and coordinate security meetings and reporting.
- Ensure staff awareness and adherence to safety and security policies and SOPs.
- Supervise security guards and oversee maintenance of security equipment and first aid resources.
- Prepare security budgets and support risk management and incident reporting processes.
- Supervise and develop drivers and janitors through performance management, coaching, and capacity building.
- Support staff administration, including medical coordination, leave tracking, timesheets, and overtime management.
- Liaise with labour and social insurance offices to ensure compliance with employment requirements.
- Promote awareness of organizational policies, procedures, and change initiatives.
- Contribute to fostering a high-performance culture within the Program Area.
- Conduct partner due diligence and support partner selection recommendations.
- Lead and coordinate capacity building on operational, logistics, and security policies for local partners.
- Provide ongoing logistics technical support to partners based on capacity development plans.
- Maintain and update asset records for assets procured by partners.
- Collaborate with relevant teams to strengthen partner operational capacity and compliance.
- Support organizational risk management by identifying, assessing, and reporting risks.
- Ensure compliance with safeguarding, gender equality and inclusion, counter-fraud, safety, and security standards.
- Ensure compliance with Plan International’s Child Protection and Gender Equality policies, including staff awareness and reporting procedures.
- Take on additional assignments within the scope of work as assigned by supervisor.
Required Experience
Minimum (3) years of progressive NGO experience in procurement, contract management, administration or related area.
Qualifications
Bachelor’s degree in Procurement and Supplies Management, Business Management or relevant training in Logistics procedures and systems.
