ROLE PROFILE
Title
ADMINISTRATION COORDINATOR
Functional Area
OPERATIONS- COUNTRY OFFICE
Reports to
Head of Procurement and Logistics
Location
COUNTRY OFFICE
Travel required
Effective Date
February 2019
Grade
C2
role PURPOSE
Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.
We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.
Provides office services by implementing administrative systems, procedures, and policies and monitoring administrative activities at the CO
Dimensions of the Role
The Administration Coordinator will be responsible for the management of the office assets and repairs, office supplies stock management, building maintenance, office safety and security appliances, organizing meetings, visitors hotel, tax exemption/relief application and follow, staff safety, fleet management and coordination, airport pick-ups an visas and ensure smooth running of the office operations.
Accountabilities
Facilitate smooth running administrative office work, offices and expatriate residential houses repairs and maintenance.
Plan and manage office repairs including office buildings and expatriate residential houses, Sanitary plumbing systems, door and windows and furniture
Repair electricity and electric fittings and ensure timely electricity replenishment, water, telephone,
Checks and ensures utilities such as electricity, water and office communication systems are properly functioning and arrange timely maintenance as required;
Repair and maintenance of office equipment including air conditioners, photocopiers, fire extinguishers, furnitures
Control of office store (office daily usage items – stationery, sundries, any other office supplies)
Timely Updates of Stores Registers/bin cards
Monitor and ensure optimum stock levels to avoid stock out and overstocking
Consistency records on receipts and issues
Coordinate periodic stock taking and reporting in line with Plan International requirements
Organize Country Office meetings and gathering with preparing all required equipment for normal meeting & workshop
Coordinate meeting and workshops venues and stationery
Organise timely venue bookings at CO without any interruptions
Liaise & communicates with Tax, OSHA, fire safety Authorities to ensure timely acquisition of the tax relief, OSHA and fire and safety certificate to ensure full compliance with the government requirements
Compile and reviewing documents relevant for Import duty/VAT refund application and determine their completeness and correctness
Filing and liaising with the relevant Government Authorities in order to have the applications endorsed before the same are presented to Tanzania Revenue Authority (TRA) for approval. Make further follow up to ensure VAT refund and tax exemption are processed and successfully completed. Extend all necessary support to the appointed Customs Agent in ensuring that the process is completed within reasonable time frame.
Collecting all approved exemption certificates from TRA for filing and updating Plan on all tax issues relating to Import duty/VAT refund that might negatively impact Plan’s operations if not complied with.
Implement health and safety recommendation for the office, ensure all time compliance with OSHA and Fire and Safety requirements
Registration and update of the Country Office Fixed Assets Register
Register, maintain and quarterly update of fixed asset register;
Manage fixed assets movements and allocations
Coordinate asset disposals in line with Plan International requirements
Establish the physical existence of the assets recorded in asset register of the respective office
Ascertain the location of the assets and the assets number/code
Asset tracking, determine that the assets claimed in company records (SAP/Asset register) are the possession of the organization.
Security Plan management and implementation of policies:
Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
Give advice about the guarding/security issues related to expatriates residential and office compounds in consultation with the security service providers;
Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc) and ensures their proper implementation.
Ensure the safety of the expatriates houses and office at all times by putting measures to mitigate against theft, or threat to office security.
Ensure incident police reporting; acquire police loss reports for any compensation by the Security Company or insurer as may be required.
Manage vehicles and Generator services
Support drivers on vehicle and generator service schedules, plan ahead service maintenance schedule and replacement of parts to ensure smooth operations ;
Monitoring, maintain database for fuel usage and vehicles service maintenance cost;
Ensure safety of vehicles and roadworthy condition all-time in terms of required licenses, insurance covers, safety week stickers and other permits;
Produce management reports on vehicle usage, consumption of fuel, allocation of vehicles and drivers, drivers performance, repair and maintenance
Verifying fuel usage invoices for vehicles and generators for payment purposes.
Process vehicle requests, to ensure authorized, efficient and cost effective usage of vehicles, well planned for proper cost charging/allocation.
Ensure accidents involving vehicles /motorbikes are reported promptly within 24 hours and are backed by a written report and the form as per Plan policies
Receiving of goods and services, compilation of documentation for payment purposes
Receive invoices, suppliers delivery notes/way bill from the reception desk for the physically, successfully received goods and services
Work with finance and ensure all the suppliers invoices, from the most recent to the old received invoices to ensure timely and fair payment process to vendors
Consolidate copies of purchase orders, contracts and purchase request from the procurement unit for all the ongoing and completed purchase request to ensure availability of these documents for payment purposes once required to avoid any such unnecessary payment delays
Receiving Goods, Services and Assets in SAP System (MIGO), that are supported with the signed delivery notes by the technical person, and user departments after they have conducted the inspection, quality assurance, confirmed that they have been successfully received
Put in place proper system of receiving and recording invoices from suppliers and good system of handling the same to finance department after procurement related processes
Office goods and services contract administration
Maintain and control office goods and services contract management, tracker and renewals
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.
Key relationships
Internal:
Excellent working relationships are required within the procurement and logistics department, the BD team, the Program Team, HR team and Operations team (Finance, IT, and Administration) in order to ensure timely and quality delivery of results.
External:
The Administration Coordinator will have working relationship with vendors and supplies.
Technical expertise, skills and knowledge
Education and Experience:
University degree in Procurement and Supply chain Management, Administration, Logistics or Business management field with a minimum of 2years of practical experience in similar role at a reputable organization.
A professional qualification and membership of recognized purchasing and supplies institution.
Demonstrated relevant progressive experience in similar posts
Deeper understanding of the various Donor grants procurement rules and guidelines
Fluent in English and Kiswahili languages
Behaviors
Models and promotes efficient services.
Instill customer care attitude in teams.
Promotes the development of effective systems and policies
Promotes innovation and learning.
Clear and effective communication.
Models integrity.
Builds motivated, proactive, effective and committed teams in all the support areas.
To model best practices and excellence in support services delivery to plan and partners.
Products and services comply with quality standards
Ambitious, realistic and action oriented.
Skills
Strong administrative skills
Analytical and problem solving skills
Excellent communication skills
Strong team player and motivational skills
Strong negotiating and influencing skills
Proficient in computer skills
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
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.
Physical Environment
The position will be based at the PU and frequent travel to the field and the level of contact with children will be occasional.
Level of contact with children
Occasional interaction with children
Kindly note that the above position has been posted online for qualified persons to apply. See attached the Job Description for your reference.
Administration Coordinator –Country Office
If you are interested and you meet the required criteria please apply by
Attaching all the required documents.
Kindly send your applications to recruitment.tanzania@plan-international.org before 8th March 2019
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