Administrative Coordinator

Full Time Greater Accra Region Administrative Coordinator

Administrative Coordinator

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.

Administrative Coordinator Job Description

Position: Administrative Coordinator Grade: C2

Contract: Fixed term

 

Department & Location: Administration Department, Country Office Date: November 2019

Reports to (position): Logistics & Procurement Manager

Purpose: 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.

 

Dimensions of the Administrative Coordinator Role:
Financial measures or statistics relevant to post such as budget; list of direct and indirect reports
Area of Responsibility – Country Office

 

Typical Responsibilities – Key End Results of Position:

 

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.
Provide support to the procurement of goods and services according to Plan International procedures and practices.
Perform all other duties assigned by your supervisor.

Dealing with Problems:

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them:

The Administrative Coordinator will 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

Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

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

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Gained through education, training, & experience

 

Administrative Coordinator Knowledge and Experience

First degree in Business Administration or Logistics.
3 to 5 years working experience in Administration in a reputable organization especially in the NGO environment.
Strong general knowledge in the procurement supply chain process is a plus.
Ability to drive in and around Accra
Demonstrated behaviors needed by the post-holder to successfully perform the role:
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

Skills Specific to the post needed to put knowledge into practice.

Good communication and ICT skills
Good inter-personal skills
Good client and customer relations
Good writing and reporting skills
High sense of judgment and responsibility
Strong team player
Culturally sensitive
Good negotiation skills

Physical Environment and Demands:

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

Travel requirements
This position requires 40% of travel time within Accra and Plan program units with 60% office work.

 

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

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.

 

Location: Accra

Type of Role: Administration

Reports to: Logistics and Procurement Manager

Grade: C2

Closing Date: 13th October 2020

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.

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