Plan International is an independent development and humanitarian organisation that advances children\u2019s rights and equality for girls.<\/p>\n
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it\u2019s girls who are most affected.<\/p>\n
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.<\/p>\n
We support children\u2019s rights from birth until they reach adulthood. And we enable children to prepare for \u2013 and respond to \u2013 crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.<\/p>\n
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.<\/p>\n
Job Description<\/strong><\/p>\n Job Title:\u00a0Administrative Coordinator<\/strong><\/p>\n Dimensions of Role:<\/strong><\/p>\n Financial measures or statistics relevant to post such as budget; list of direct and indirect reports<\/p>\n Area of Responsibility \u2013 Country Office<\/p>\n Typical Responsibilities \u2013 Key End Results of Position:<\/p>\n \u201cWhat\u201d is done and \u201cwhy\u201d, but not \u201chow\u201d; include indicators for success<\/p>\n Office Facility Management<\/p>\n Ensure effective and efficient facility management of the Country Office Facilitation of Visitors travel documents<\/p>\n Obtain accreditation letters for video grapplers who come into country for official work Office Administration Dealing with Problems:<\/p>\n Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them<\/p>\n This includes how much freedom the position has to make decisions; for example, \u201cmay approve invoices up to $1,000.\u201d<\/p>\n Demonstrate understanding of administrative requirements as per the OB and other policies and procedures and provides support to the administration staff in the delivery of administrative functions Maintains a high contact with contractors, service providers and suppliers for the provision of goods, materials, equipments, utilities, repairs and maintenance of office equipments to ensure that Plan receives value for money and operates seamlessly. Knowledge, Skills, Behaviors, and Experience Required to Achieve Role\u2019s Objectives: Knowledge and Experience<\/p>\n First degree in Business Administration or Logistics. Timeliness and proactive in the discharge of duties Skills Specific to the post needed to put knowledge into practice. Level of Contact with Children: Low contact- the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.<\/p>\n","protected":false},"excerpt":{"rendered":" Plan International is an independent development and humanitarian organisation that advances children\u2019s rights and equality for girls. We believe in the power and potential of every child. But this is…..<\/p>\n","protected":false},"author":6721,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_newsletter_tier_id":0,"footnotes":"","jetpack_publicize_message":"","jetpack_is_tweetstorm":false,"jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false}}},"categories":[85],"tags":[],"jetpack_publicize_connections":[],"jetpack_featured_media_url":"","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p2nO32-e2w","_links":{"self":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/53972"}],"collection":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/users\/6721"}],"replies":[{"embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/comments?post=53972"}],"version-history":[{"count":0,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/53972\/revisions"}],"wp:attachment":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/media?parent=53972"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/categories?post=53972"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/tags?post=53972"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
\nMonitor Janitors to ensure cleanliness of the office, both indoors and outdoors
\nEnsure adequate supply of water and electricity for office use
\nEnsure stand by generator is in good working condition at all times
\nEnsure minor repairs of office premises including but not limited to plumbing, electrical and carpentry related works and maintenance of air-conditions etc.
\nAlert Logistics and Procurement Manager on any major repairs required for decision making.<\/p>\n
\nAssist to acquire visa for Plan International staff visiting Ghana
\nWork with custom brokers to ensure all imported goods and equipment are cleared on time for successful project delivery.
\nObtain all shipping documents related to goods and equipment to be imported are processed for successful clearance in line with government rules and regulations and the duty-free privileges.
\nFacilitate the acquisition and renewal of resident and work permit for expatriate staff to enable them settle properly and perform their duties effectively.<\/p>\n
\nReceive goods into SAP
\nAssist in organizing workshops and other events.
\nTrack fuel consumption of both vehicles and generator and produce monthly reports.
\nEnsure repair, maintenance and servicing of all vehicles to ensure they are in good working condition and are road worthy.
\nProcess the monthly fuel bills.
\nEnsure all vehicles are insured promptly.
\nEnsure all staff are covered with group personal insurance at all times\/
\nPrepare Drivers\u2019 schedule (rotational movement plan) to ensure Drivers assignment is fairly allocated and share rotational plan with all drivers and the Logistics and Procurement Manager for review and monitoring.
\nEnsure stock consumption is monitored, planned and replenished to avoid both shortage and surplus. (This should be done on a project by project basis, and proactively, so that Project Managers can make informed and timely decisions about the need for either replenishment or stock reallocation and not risk project delivery due to delays or wastage)
\nStocks should be rotated on a first in, first out (FIFO) basis to ensure older stocks are used first and that wastage is kept to a minimum. (This is particularly important for items such as food and medical items and any other items which have shorter shelf life and expiration dates to consider)
\nEnsure a stock control system is put in place which includes the use of the following minimum documentation.
\nGoods Service Receipt Notes must be completed and signed whenever goods are received. This can be done using the GSRN Template and then completing the MIGO step in SAP.
\nProvide support to the procurement of goods and services according to Plan International procedures and practices.
\nPerform all other duties assigned by your supervisor.<\/p>\n
\nReceive, sort, classify, issue, stock goods and materials
\nConduct stocktaking and inventory of stores
\nWorks with minimum supervision
\nCommunications and Working Relationships:
\nWorking contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact<\/p>\n
\nKeeps and maintain a high contact with all country office staff to receive and process requests for various administrative services
\nMaintains medium contact with staff from the program unit offices to offer administrative related support services towards implementation of programs<\/p>\n
\nGained through education, training, & experience<\/p>\n
\n3 to 5 years working experience in Administration in a reputable organization especially in the NGO environment.
\nStrong general knowledge in the procurement supply chain process is a plus.
\nAbility to drive in and around Accra
\nDemonstrated behaviors needed by the post-holder to successfully perform the role:<\/p>\n
\nGood planning and organizational abilities
\nGood supervisory and listening abilities
\nOpen to feedback and willingness to adopt to new approaches and processes
\nAbility to inter-face with all levels of management
\nGood team player
\nCommunicates clearly and effectively
\nHigh awareness of safety requirements of area of operation<\/p>\n
\n\u2013 Good communication and ICT skills
\n\u2013 Good inter-personal skills
\n\u2013 Good client and customer relations
\n\u2013 Good writing and reporting skills
\n\u2013 High sense of judgment and responsibility
\n\u2013 Strong team player
\n\u2013 Culturally sensitive
\n\u2013 Good negotiation skills
\nPhysical Environment and Demands:
\nMay be \u201ctypical office environment\u201d; note if heavy lifting, climbing, excess travel, etc.
\nTravel requirements
\nThis position requires 40% of travel time within Accra and Plan program units with 60% office work.<\/p>\n
\nLow contact: No contact or very low frequency of interaction
\nMid contact: Occasional interaction with children
\nHigh level: Frequent interaction with children<\/p>\n