Plan International est une organisation indépendante de développement et d’aide humanitaire qui fait progresser les droits des enfants et l’égalité des filles.
Nous croyons au pouvoir et au potentiel de chaque enfant. Mais cela est souvent influencé par la pauvreté, la violence, l’exclusion et la discrimination. Et ce sont les filles qui sont les plus touchées.
En travaillant avec les enfants, les jeunes, nos sympathisants et nos partenaires, nous luttons pour un monde juste, s’attaquant aux causes profondes des défis auxquels sont confrontées les filles et tous les enfants vulnérables.
Nous soutenons les droits de l’enfant depuis la naissance jusqu’à l’âge adulte. Et nous permettons aux enfants de se préparer et de réagir aux crises et à l’adversité. Nous pilotons les changements de pratiques et de politiques au niveau local, national et mondial en utilisant notre portée, notre expérience et nos connaissances.
Nous construisons de puissants partenariats pour les enfants depuis plus de 80 ans et sommes maintenant actifs dans plus de 70 pays.
Dimensions of the Role
[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]
Report to Country Administrative & Contract Manager, supervise the Park Chief and:
- Ensure effective implementation of Plan Policy and procedures on management of vehicles
- Issue a monthly country report on fuel consumption
- Make sure facilities are in good order for Plan’s work
- Manage Inventories
- Prepare the quarterly and annual logistics related reports
- Align asset management with organizational standards
- Lead the asset disposal process
- Ensure quality services in expatriates’ residences
- Contribute to cost recovery efforts
Accountabilities
[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.
This should include a series of brief statements that define the end results required. E.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.
Statements should ideally be worded so that they will lead to thoughts of measurement. For example, it is better to state something like “achieve maintenance standards” than “undertake maintenance”. The former leads to a measure against the maintenance standards.]
- Ensure effective implementation of Plan Policy and procedures on management of vehicles.
- Maintain an accurate and up to date motorbike and vehicle records (file)
- Monitor vehicle movements and manage vehicle tracking system
- Collect individual travel plans at the Country Office and convert them into weekly vehicles planning
- Create the trip ticket for each assignment and get it sign by the Country Administrative & Contract Manager
- With the Country Administrative & Contract Manager’s authorization, wherever necessary, resort to car rental to fill existing gaps
- Ensure timely registration, insurance and licensing of all Plan’s cars and bikes.
- Ensure that all CO vehicles have required documentation (Logbook, Maintenance book, Fuel taken book…..)
- Make a periodic random check of vehicle documentation to ensure proper filling and submit the report to Country Administrative & Contract Manager for review
- Ensures that Plan vehicles are in good working order at all times
- Recommend acquisition and disposal of vehicles where necessary
- Make sure all requests for car reparations are supported by appropriate documents
- Ensure drivers consistently complete cars logbooks and report any incident without delay.
- Issue a monthly country report on fuel consumption.
- Ensure availability of fuel for generators and vehicles
- Ensure timely (within 2 working days) liquidation of fuel
- Prepare and submit a monthly fuel consumption report (vehicles and generators and submit it to the Country Administrative & Contract Manager no later than the 5th of the month)
- Prepare for supervisor’s review latest on the 5th of the month, a summary of distances run for each project in support of cost recovery process.
- Analyse consumption data and support possible gaps with appropriate explanations
- Prepare and submit a monthly statement of rented cars for Plan International Guinea’s operations
- Receive and process invoices related to fuel used for Plan’s operations.
- Make sure facilities are in good order for Plan’s work
- Ensure Plan facilities meet government regulations and environmental, health, and security standards
- Keep good record of Plan International Guinea’s tenancy agreements and alert supervisor on termination dates at least three months before term
- Ensure timely payment of rental fees to landlords and file evidences of such payments
- Monitor with Finance payment of withheld tax and share evidences with landlords
- Receive electricity and water invoices of the country office and expatriates residences and process their payment after routine verifications;
- Ensure cleaning, and timely repair and maintenance of office facilities;
- Ensure that the electrical, air conditioning, plumbing and other essential facilities and equipment are in good condition and well maintained.
- Prepare request related to expatriates’ residence maintenance or equipment purchased
- Manage Inventories
- Organize Plan International Guinea’s stock according to Plan procedures and established standards;
- Record the in and out movement to inform entry of items in stock and their use for Plan’s work;
- Prepare a quarterly report of stock movement for supervisor’s appreciation.
- Prepare the quarterly and annual logistics related reports
- Prepare the draft of annual insurance survey report for supervisor’s review before its submission to IH;
- Collect data for the quarterly administration report and prepare the draft for supervisor’s review;
- Track information required to complete the annual environmental report and prepare for supervisor’s review the draft in view of its timely submission.
- Align asset management with organizational standards
- Receive delivery of ordered goods
- Enter Good Delivery Notes (GDN) in SAP as and when they are available
- Enter details of newly purchased asset in the asset data base before transmission to the final user
- Continuously update asset database after disposals through sales, loss, donation or transfer
- Keep good records of deeds of donation and documentation resulting from other forms of disposal
- In support to staff exit process, verify, take hold of asset under their custody and file evidence for future reference
- Prepare or review Incident/Loss Notification form and ensure its completeness and accuracy before finalization by the Quality Assurance Manager.
- Keep a record of Grant agreement and ensure management of assets purchased on those funds comply with the agreement requirements
- Lead asset disposal process
- Participate in the disposal committee’s meetings;
- Share with the Disposal Committee (DC) list of assets to be disposed off
- Keep good record of support documents of the disposal for reference
- Update the asset database upon completion of the asset disposal process
- Ensure quality services in expatriates’ residences
- Make sure quality backup electricity power is available and as per agreed frequencies, generators and air-conditioners are maintained in a professional way, where necessary;
- Ensure rental fees are paid for in a timely way that prevents litigations between Plan and landlords;
- Where expatriates are at the end of their assignment in Guinea, make sure diligences are made to free their residences and hand them over to landlords in a way that protects Plan’s interest and image;
- Where new expatriates are appointed in Guinea, in the respect of Plan’s procedures, make sure they are quickly accommodated in their residences.
- Contribute to cost recovery efforts
- Ensure tools to track operating costs (rent, telephone, electricity, water, generator, housekeeping, internet, cartridge replacement, etc.) are filled in on a monthly basis to enable a recharging per headcount;
- Raise alert when trends of expenses in those fields are beyond the average and suggest measures to bring them back into reasonable scope.
- Ensure that costs associated with vehicle use are appropriately shared by projects they are used for.
Others:
- 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
[This section refers to people inside and/or outside of the organisation that the post-holder needs to have contact with, and why. This should include virtual presence.]
This position reports onto the Country Administrative and Contract Manager and supervises the park chief at the Country Office level. The incumbent will also deal with other department staff and support them in their needs.
Technical expertise, skills and knowledge
[This section details the skills, knowledge and expertise the post holder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
Essential
- A recognized Diploma in Logistics or similar qualification from a reputable institution of learning;
- 2 to 3 years of relevant experience managing logistics in a reputable organization;
- Knowledge of donor’s system policies, rules, regulations and procedures governing fleet management
- Team working skills with attention to contributions from other team members
- Capacity to prioritize and manage various workloads with short deadlines in fragile and culturally dynamic environments.
- Diplomatic and interpersonal skill including negotiation and influence skills.
- Capacity to work with many stakeholders belonging to different professional environments.
- Excellent IT knowledge, especially capacity to use common applications, Word, Excel, PowerPoint, email and Internet.
- Loyal, honest, trustworthy and respectful of procedures.
Desirable
- Good communication skills. Comfortable working with colleagues from different cultures and various internal departments;
- Good writing skills in English.
- Preference for team work and a collaborative working environment
- Great availability;
- Great listening skills, discreet and tactful.
- Sensitive to cultural and social conditions.
- Commitment to continuous learning; willing to update knowledge in logistics field.
- Ability to respond/manage multiple demands from various sites/departments
- Work experience in an INGO
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.
Physical Environment
[In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.]
Typical office environment
May have to go out on the field (Conakry, PIIAs and Antennas)
More Information
- Job City CONAKRY
