Organization: Plan International
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We have been working in Nepal since 1978 to help marginalised girls and boys, their families and communities for accessing their rights to survival, development, protection, and participation. We are implementing programmes through local development partners in 24 districts in cooperation with Nepal government, civil society organisations and schools. Plan International Nepal is fully committed to the gender responsive safeguarding of all children and young people from all forms of violence. Plan International Nepal invites application from interested and eligible candidates for the following positions:
Position: Logistics Administrator
Number of Vacancies: 1
Role profile :
Functional Area : Operations
Reports to : Logistics Coordinator
Location : Sindhuli Field Office
Travel required : Low Frequency within Plan Working area
Effective Date : April 2019
Grade : B
Duration : Fixed Term Employment for 3 years based in Sindhuli Field Office
The primary purpose of this role is to support for smooth functioning of the operations functions at field office. Reporting to the Logistics Coordinator, the Logistics Administrator will be responsible for managing assets and inventories, cash fund and general administrative support at the field office including front desk management. This role will support programme operations for its effective and efficient delivery.
DIMENSIONS OF THE ROLE
Fully compliance with Plan International Nepal’s policies and procedure, Logistics Administrator support on Logistics and administrative function at field office operations including receiving of the goods, fleet management, cash fund management, utilities, and cleaning services.
S/He will supervise Drivers and Office Attendant on day to day activities, provide feedback and guide them for better performance, effectively communicate and provide clear instructions to carry out their duty and organisational changes implications.
Support procurement services of Good and Services
• Vendor creation and updating the vendor detail in SAP
• Ensure goods, materials and services are received on time as per the order specifications and requirement.
• Verify and test the goods, materials and services before delivering it to the requester
• Perform paper based GSRN and SAP based GRN upon goods & service received against the Purchase Order (PO) in SAP
Maintain Inventory and Asset database
• Ensure the Assets (both fixed and non-fixed) and inventory database are always updated with complete information, analysis and accuracy at all times.
• Support in arranging the transfer or disposal of fixed assets/ equipment to the partners/other agency following Operation Manual
• Keep track of insurance coverage of all assets and ensure its timely coverage/renewal.
• Keep track of the stock of non-consumable items stored in ware house.
• Maintain the warehouse stocks.
Maintenance and Repair
• Conduct regular servicing/repairs of office equipment and assets as per service contracts; check quality of services of the maintenance work.
• Timely organize & provide maintenance and repair services for effective office administration.
Provide Logistics and front desk support for Field Office
• Responsible for front desk management, phone calls including visitors
• Manage vehicle and transport for the field office/ visitors on official business/event.
• Arrange the hotel booking, accommodation, flight delays adjustment and hall for any official visits/events/workshops
Supervise Office Attendant, Drivers.
• Supervise and manage Office Attendant and Drivers who reports to this position.
• Provide feedback and guide them for better performance and conduct including Plan Values.
• Maintain duty roster for drivers and office attendant and share with Log Coordinator
Cash Fund Transactions
• Manage cash fund transactions and accurately maintain record of expenditures and cash balance on a daily basis.
• Process for cash fund replenishment once spending exceeds 50%
• Ensure payment requests are approved by concerned authority and has supporting documents before releasing payment out of cash fund.
• Ensure cash fund is kept safely and used for official transactions only.
• Promptly issue ORF for cash refund to Plan, made by staff or external parties and hand over the case to Finance for Bank deposit.
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
[This section details the skills, knowledge and expertise the post holder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
• Bachelor’s Degree in Business Administration/ Business Administration and equivalent
• At least 2 years of relevant working experience in a similar role or demonstrable evidence of the ability to take the role
• Basic knowledge of tax laws & bylaws, procurement process and inventory management.
• Analysis & reasoning and organising skills.
• Managing, motivating and skill in coaching people.
• Effective communicating both one to one and in groups in writing, verbally, presentations and reports, in English, Nepali and relevant local languages.
• Proficient in computer skill, mainly MS office package.
• Gender, child and disability sensitive.
• Team player
• Demonstrate high degree of professionalism and integrity.
• Respect for diversity and multicultural environment.
• Ability to work under limited supervision and tight deadline.
• Negotiation and networking skill
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.
We work well together
• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.
[In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.]
• Typically office environment with occasional field visit
LEVEL OF CONTACT WITH CHILDREN
Low contact: No contact or very low frequency of interaction
Mid contact: Occasional interaction with children
High level: Frequent interaction with children
Last date to apply: 23 August 2019
HOW TO APPLY
Source: Kantipur Dainik, 9 August 2019