To provide support services by assisting in the maintenance of office and environment, stores and assist in documentation of expatriate staff and visitors in line with the implementation of the country’s program strategy.
Dimensions of the Role
Area of Responsibility – Country Office
Accountabilities
Office Facility Management
Ensure effective and efficient facility management of the Country Office
Monitor Janitors to ensure cleanliness of the office, both indoors and outdoors
Ensure adequate supply of water and electricity for office use
Ensure stand by generator is in good working condition at all times
Ensure minor repairs of office premises including but not limited to plumbing, electrical and carpentry related works and maintenance of air-conditions etc.
Alert Logistics and Procurement Manager on any major repairs required for decision making.
Facilitation of Visitors travel documents
Obtain accreditation letters for video grapplers who come into country for official work
Assist to acquire visa for Plan International staff visiting Ghana
Work with custom brokers to ensure all imported goods and equipment are cleared on time for successful project delivery.
Obtain 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.
Facilitate the acquisition and renewal of resident and work permit for expatriate staff to enable them settle properly and perform their duties effectively.
Office Administration
Receive goods into SAP
Assist in organizing workshops and other events.
Track fuel consumption of both vehicles and generator and produce monthly reports.
Ensure repair, maintenance and servicing of all vehicles to ensure they are in good working condition and are road worthy.
Process the monthly fuel bills.
Ensure all vehicles are insured promptly.
Ensure all staff are covered with group personal insurance at all times/
Prepare Drivers’ 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.
Ensure 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)
Stocks 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)
Ensure a stock control system is put in place which includes the use of the following minimum documentation:
Goods / 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.
Perform all other duties assigned by your supervisor.
Dealing with Problems:
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
Receive, sort, classify, issue, stock goods and materials
Conduct stocktaking and inventory of stores
Works with minimum supervision
Exhibit a good sense of judgment and responsibility in performance of duties
Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.
Key relationships
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.
Keeps and maintain a high contact with all country office staff to receive and process requests for various administrative services
Maintains medium contact with staff from the program unit offices to offer administrative related support services towards implementation of programs
Technical expertise, skills and knowledge
Qualification and Experience
First degree in Business Administration or Logistics.
3 or more years working experience in a reputable organization especially in the NGO environment.
Knowledge
Timeliness and proactive in the discharge of duties
Good planning and organizational abilities
Good supervisory and listening abilities
Open to feedback and willingness to adopt to new approaches and processes
Ability to inter-face with all levels of management
Good team player
Communicates clearly and effectively
High awareness of safety requirements of area of operation
Ability to drive a motor vehicle and possession of a valid driver’s license
