Admin & Operations Assistant – Global Fund TB/HIV/RSSH Grant

Working in 52 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.

Plan International has been implementing grants from the Global Fund to Fight AIDS, Tuberculosis and Malaria, since Round 4 in various roles of Principal Recipient (PR), Sub- Recipient (SR) and Sub Sub-Recipient (SSR). Covering countries like, Benin, Burkina Faso, Liberia, Cameroun, Guinea, Liberia, Mali, Niger, Senegal, El Salvador, Thailand, Togo and Zimbabwe.

Plan International has been awarded GC7 TB/HIV/RSSH grant from the Global Fund to Fight AIDS, Tuberculosis and Malaria. Plan International Liberia been selected to as PR to implement the grant with multiple partners including MOH as SR/SSR/SP (Service Provider).

This post is needed to ensure quality and compliance with programmatic and financial indicators of Sub Recipients, through on-going support to field work in research, planning, monitoring and evaluation.

Dimensions of Role:

– Supervise CO drivers
– Receive delivery of goods and certify their conformity to ordered items
– Ensure a good management of Plan Liberia’s Fixed Assets
– Ensure Plan International Liberia abides by the law and Plan policy regarding insurances
– Oversee Plan International Liberia’s fleet ensuring their good planning, use, fuelling and reporting
– Nurture a good relationship with landlords of Plan International Liberia’s offices and expatriates residences
– Perform other duties as required by the Administrative Manager 

Responsibilities – Key End Results of Position:

– Supervise CO drivers
– Supervise drivers operating at the Country Office by assigning them to missions by way of issuance of order of mission
– Supervise the mechanic operating at the Country Office and make sure he completes with professionalism and in an ethical way the requirements of his position
– Provide him orientation and guidance for the generator to be managed in a way that supports Plan’s operations.
– Put in place mechanisms that make it possible for fuel used by generator to be tracked properly and the CO generator room to be kept in constant cleanness state.
– Get the mechanic prepare a monthly statement of the fuel consumption for generators
– Organize repair, maintenance and servicing of all assets to ensure they are in good working conditions

–  Receive delivery of goods and certify their conformity to ordered items
–  Receive from the Procurement Officer and the Administrative Manager Purchase Orders or contracts related to – purchase of goods at least two (2) working days before actual date of delivery
– Receive delivery of goods by ensuring their conformity to the specifications borne by contracts and Purchases –  

– Ensure a good management of Plan Liberia’s Fixed Assets
– Work with field offices to ensure all assets are consistently and systematically labeled in line with the Operation Manual
– Ensure that all assets at CO are clearly labeled and tagged in line with the Operation Manual procedures for asset management
– Maintain information on assets in the Plan Fixed Assets (FA) database
how well completed this requirement is and provide orientation wherever necessary.

Qualification and Experience

– University Degree in Business/Office Administration or related field.
– Minimum of two years of previous work experience in logistic
– Demonstrated interpersonal skills
– Communication skills
– Ability to use general office equipment such photocopiers, printers etc….
– Good report writing skills and fully computer literate (Excel, Word, Outlook…etc);

Skills:

– Fluency in both written and spoken English
– Good computer skills (MS Word and Excel)
– Strong negotiation and management skills
– Good communication 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

We empower our staff to give their best and develop their potential

We respect all people, appreciate differences and challenge equality in our programs and our workplace

We support children, girls and young people to increase their confidence and to change their own lives.

Location:               Country Office, Monrovia

Department:          Admin. Department

Reports to:            Administrative Manager

Closing Date:        20th December 2023

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 Global Safeguarding policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability. 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.

 Please note that Plan International will never send unsolicited emails requesting payment from candidates