Administrative Coordinator at Plan International

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 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
• 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

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: 30th December 2019