Plan International seeks to recruit an Assistente Administrativo e Logistico – Mogovolas, Mozambique 

 

The Organisation :

Plan International is an independent development and humanitarian organisation that advances children’s 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 it’s 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 children’s 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.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

 

Responsabilities :

Stakeholder relations management support :

• Ensure high level customer service standards through answering and directing all calls to relevant unit or program stakeholder ;
• Work very closely with the program managers in organising and scheduling meetings and appointments with key program stakeholders ;
• Develop and maintain an up to date contact list of stakeholders or customers for various projects within plan in program area (PA) ;
• Produce and distribute correspondence, memos, letters, forms and minutes when necessary ;
• Develop and maintain an easy access filing system both hard copy and computer ;
• Liaison with the program managers in coordinating travel requests, visa, transport and accommodation requests and security briefing for visitors in the Program Area ;
• Liaise with executive administrative Assistant in CO and Program Managers to handle requests and queries from various projects in the PA level.

Act as a point of contact and provide accurate information to queries from walk in customers and suppliers in relation to projects and tenders.

• Ensure payments to vendors are timely conducted in line with goods received notes that meet the specification, quantity, and quality specified in the purchase requisition and purchase orders to ensure good value for money ;
• Liaison with Program Area Manager (PAM) in providing effective security systems in the office and ensure there is a clear lock up system in place ;

• Lead and support program staff in the creation of purchase requisitions, and advise the L&P coordinator on any discrepancy ;
• Support emergency response team in the preparation of disaster response plan and actively participate in its implementation when required ;
• Effectively support all start and end projects related logistical and administrative arrangements.

Property and security management support :

• Checks and ensures utilities such as electricity, water and office communication systems are properly functioning and arrange timely maintenance as required and in close liaison with other Administration, Logistics, Procurement & Security staff ;
• In close liaison with the Administration and other Logistics staff, closely follow up and manage property landlords requirements as well as all other aspects for leases, contractors, transporters and others ;
• Work hand in hand with the finance to ensure office rent and utilities are timely paid on monthly basis
• Implement health and safety recommendation for the office, and in asset usage ;
• Ensures 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 ;
• Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents and other Logistics, Procurement and Administration staff.

Inventory and Asset register management and maintenance :

• Record all Plan assets at PA level in the asset register and update accordingly as well as liaise with and obtain the Program Area (PA) asset registers for consolidation into one Country register ;
• Ensure maintenance of assets and equipment by completing preventive maintenance requirements; calling for repairs, keeping up to date inventory records of equipment; evaluating new equipment and techniques ;
• Ensure sufficient office supplies are available and clear records of stock replenishment by anticipating needed supplies; placing and expediting orders; verifying receipt of the same ;
• In close liaison with the Logistics, Procurement and Security Manager, coordinate asset disposals according to Plan policy and procedure ;
• Support the Logistics Officer or Logistics, Procurement Coordinator carry out periodic asset counts and tagging according to Plan policy ;
• Ensure that asset insurance is in place and monitored to minimise loss to Plan International Mozambique.

Procurement and Logistics management support :

• Manage and Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, and rules of engagement etc.) and ensures their proper implementation ;
• In support of the Logistics and Procurement Coordinator, undertake annual market price surveys for project goods and services including office supplies and travel arrangements ;
• In coordination with the Logistics and Procurement Coordinator ensure adherence to Plan SOPs, policies, code of conducts and office procedures ;
• Liaise with the Logistics and Procurement Coordinator to implement health and safety recommendations for the office, and in asset usage.

 

Requirements :

• Degree in Business Administration or equivalent ;
• 3  years relevant working  experience in a similar role ;
• Good command of English and excellent communicator both oral and written ;
• Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet ;
• Ability to multitask and deliver on set deadlines.

Location: Mozambique – Mogovolas

Type of Role: Permanent

Annual Salary: 427,800.00MT

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy.

As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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. We must not contribute in any way to harming or placing children at risk.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.