Job Vacancies at Plan International

Title: Procurement and Logistics Coordinator
Functional Area Finance
Reports to Project Manager
Location: Tamale Travel required 40%
Effective Date: December,2017 Grade C2

ROLE PURPOSE

•  Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.
•  This position is to ensure effective and efficient coordination of office related activities towards implementation of the country’s program.

Dimensions of the Role

•  One Front Desk Assistant, three Drivers, and two Janitors report to the role
•  Area of Responsibility – Northern Program Support Office

ACCOUNTABILITIES

•  Process the purchase and supply of goods and materials for the PU as per the Field Operation Book (FOB), local procedures and policies to ensure value for money is obtained at all times
•  Process and follow - up on the clearance of imported items in order to track and maintain a record of all imported goods/material to avoid reports of missing items.
•  Assist in the preparation and processing of bidding documents for public tender offers to ensure a fair and transparent process for securing the services of consultants and contractors
•  Ensure the effective allocation, utilization and management of vehicles for Plan’s activities as per FOB, local policy and local procedures with low incidence of vehicular accidents and reduced cost of repairs and maintenance.
•  Ensure the adequate supply of utilities and maintenance of office equipment and machinery for the smooth flow of work in the office with minimum disruption of work outflow
•  Ensure the effective management of stores to ensure the effective implementation of program activities with no reports or incidents on mismanagement of stores
•  Review, update and maintain the Fixed Assets Register for the PU to keep and track all assets with no reports of loss of assets
•  Assist in the preparation, update and maintenance of contracts to keep and track all contracts without any reports on program disruptions due to maladministration of contracts
•  Ensure the office & its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions
•  Monitor and manage the team of Front Desk Assistant, Drivers and Janitors to ensure they perform effectively and provide the required support services.
•  Keep the Administrative Manager informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for program implementation.
•  Fulfil Plan’s Child Protection Policy at all times to safeguard and protect the child at all times without any reports or incidents of child abuse.
•  Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement goods and materials for program activities
•  Ensure Plan’s offices and staff are insured to safeguard life and property at all times to ensure that staff work effectively without any fear of non-protection
•  Ensure Fixtures, fittings & utilities for expatriate staff are provided to ensure that they are well-settled for work without complaints about their living conditions
•  Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

Qualification Required & Experience

•  BSc Admin or equivalent
•  At least 3-4 years working experience in a similar position.
•  Experience working with an international NGO would be an advantage

Key skills & Competencies

•  Good communication and ICT skills
•  Good inter-personal skills
•  Good client/customer relations
•  Good writing and reporting skills
•  Good negotiation skills
•  Strong team player
•  High level of discretion
•  Planning & organizing

Behaviour

•  Demonstrated behaviours needed by the post-holder to successfully perform the role:
•  Timeliness and proactive in the discharge of duties
•  Good planning organizational abilities
•  Communicates in a manner that inspires confidence and professionalism
•  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
•  Analytical and attention to detail
•  Good team player
•  Safety and security conscious
•  Good presentation and attention to details

Location: Tamale

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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.

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

Qualification Required & 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

Location: Accra

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ROLE PROFILE
Title: Human Resource Specialist
Functional Area: Human Resources
Reports to: Country Human Resources Manager
Location: Country Office Annex Travel required 30%
Effective Date: 01-02-2020 Grade D1

ROLE PURPOSE

•  To provide Human Resources support to the Plan International Staff in achieving the organisation’s Strategy through excellent people management practices.

DIMENSIONS OF THE ROLE

•  Area of Responsibility – MGCubed and Train For Tomorrow Projects and Plan International Country Office
•  Member of Country Human Resources Team

ACCOUNTABILITIES
HR Business Partnering

•  Provide proactive generalist and technical human resources support to Staff on the MGCubed and T4T Projects in line with the HR policies and strategic priorities
•  Act as a point of contact for related issues for the assigned Client groups and provide timely response to matters as arising. Serve as the HR point person for the two Projects.
•  Conduct HR business monitoring meetings with clients on a monthly basis as needed
•  In collaboration with HR CO team, ensure staff and organization’s wellbeing priorities for the client groups are met.
•  Advise and counsels the team members and managers on these two Projects on people related issues.
•  Provide interpretation & application of policies, procedures, terms and conditions of service, etc. to all client group employees as required.
•  Participate in other stakeholder forums and discussion with regards to employee conditions of staff
•  Build relationships with internal and external stakeholders to ensure best practices are captured and adopted to increase organizational well-being performance.
•  Provides coaching and advice to Managers and Supervisors on the Projects on all HR issues, promoting fairness and transparency in the handling of people management practices, including whistleblowing, disciplinary, grievances to maintain consistency and fairness within the organization. All related policies shared and made available to all staff.

Capacity building

•  Build awareness amongst staff and management on recruitment systems, salary and benefit systems and structures.
•  Develop capacity of the team and line management and other stakeholders in the area of recruitment and selection and provide need-based solutions to their staffing need.
•  Provide benefit orientation to all staff and ensure staff on the Projects have access to benefit information
•  In consultation with the CO HRM conducts annual training needs analysis for all staff on the two projects, source for, plan and delivers trainings to address performance gaps. Evaluation of the effectiveness of training initiatives recorded and maintain training records for the all staff.
•  Supports managers and staff in implementing the Plan International Employee Appraisal process. tracks progress, and maintains statistical data on results to support attainment of organizational objectives and improve staff performance.

HR Documentation, Communication & Reporting

•  Ensure efficient management of documentation relating to hiring and onboarding of staff
•  Provide monthly updates to line management
•  Ensure that staff changes/transitions are communicated in a timely manner
•  Maintain employee files according to Plan International standards
•  Conduct regular assessment of personnel files according to regulation and policies.
•  Create a system to archive old files and arrange storage of master files.
•  Support the HR Coordinator in synchronizing employee file information with information in HRIS.

Recruitment and Selection

•  Conducts recruitment and selection activities that meet Plan International policy and meets good practice/standard to attract and retain the best.
•  Coordinates activities in recruitment, selection, rewards and learning and development for country office and program unit staff which supports achievement of the CSP. Staff recruited meet requirements and are able to deliver their job roles well.
•  Ensures gender mainstreaming and maintains gender sensitivity towards staff and associates to avoid discriminations whiles championing Plan International as an equal opportunities’ employer. Gender sensitivity evident in HR policies and delivery of roles.
•  Support in the interpretation and monitoring of Safeguarding policy among staff to ensure the fulfilment of Plan International’s Safeguarding Policy at all times. Staff recruited do not have record of child abuse and regular staff also do not engage in child abuse.
•  Plans and delivers induction for new staff to enable them settle faster and easily. Staff given adequate orientation and evidence in staff files.

Employee Engagement

•  Monitors and influences organizational climate and workplace morale through Employee survey actions.
•  Facilitates activities that would motivate and support the retention of staff to retain the best staff.
•  Upholds harmony/teamwork among staff to create good and healthy working environment that improves performance.
•  Puts in place measures that create a Health and safety environment for staff and monitor their implementation. Health and Safety guidelines exist and are followed.
•  Fulfils Plan International’s child protection policy to ensure children are protected from all forms of abuse. Good knowledge of Plan International’s Safeguarding Children and Young People Policy requirements and offers sound support to staff in this area;

Dealing with Problems:

•  Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.
•  Support in the development of policies and procedures to ensure smooth implementation of the country’s human resource functions as per requirements of the HR Strategy.
•  Offers support through coaching and training of supervisors and staff to ensure improvement in performance.
•  Support in the evaluates and investigates to have information on staff issues and initiate creative activities to address them to promote staff retention and performance improvement.
•  Champion consistent, equitable and professional HR practices across office teams.
•  Be creative in building and working effectively within a diverse working environment.
•  Makes analysis from HR information and present them in a usable way for management decision-making e.g. appraisal statistics etc.
•  Reviews, approves and undertakes activities within the HR department and only refers to a higher manager where required by the organisation’s policies and procedures.
•  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

•  Has high contact with all managers on the Projects and at Plan International Ghana to offer support in the smooth implementation and managing of staff.
•  Maintains low contact with other staff from the program unit and country offices to offer support for understanding and implementation of HR related activities.
•  Low contact with Plan International partner organizations to offer support for human resource activities.

Qualification Required & Experience
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential

•  A Master’s degree in Human Resource Management or equivalent experience
•  At least 5-7 years of experience working in an HR generalist role. NGO experience is a plus.
•  Experience in an HR specialist functions: organisational design, recruitment and selection, training and development, performance management and rewards management.
•  Excellent writing and speaking in English language, communicates in a style that inspires confidence and professionalism and builds credibility with line management, current and prospective employees.
•  Maintains transparency, objectivity and free of bias in the discharge of HR duties
•  Must be a member of a Professional Body (e.g. IHRMP, SHRM)

Desirable

•  Seen as a source of HR expertise, and proactive in sharing knowledge and advice
•  Influencing skills
•  Promotes high performance
•  Open to feedback and willing to try new approaches and processes
•  Leads by example - coaches and actively develops others
•  Understands Development work and implements people processes and practices that support achievement of organizational objectives
•  Flexible and committed to customer service.
•  Ability to listen to and involve others to ensure good understanding and implementation of human resources activities
•  Strong team working skills
•  Coaching and mentoring skills
•  Cultural sensitivity

Location: Accra