Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Dimensions of the Role
The post holder will report to Gatsibo Program Area Manager, with dotted line supervision of the Logistics and Administration Manager at CO. She/he directly supervises all the Program Area drivers and Office assistants. The post holder directly manages the Administration departmental budget at the Program Area level including grants/projects administration budgets. In addition, she/he is responsible for supporting the Program Area staff in financial planning, management, controlling and timely reporting. The job holder is expected to be accountable for all financial matters at Program Area while ensuring dissemination of financial information to, orientation of and adherence to financial policies and procedures by all staff at the Program Area.
Accountabilities
Key responsibilities
Admin
- Maintain administrative policies, procedures and systems for the efficient functioning of the Program Area.
- Ensure appropriate use of purchase requisitions, bid evaluations and purchase orders.
- Responsible for the security of PA properties, ensuring that all assets are adequately registered
- Coordinate staff safety and security risk management processes at PA
- Facilitate the implementation of procurement plan in collaboration with Head of Departments and Projects coordinators at PA.
- Maintain an effective purchase tracking system at PA.
- Comply with local regulatory legislation.
- Implement fixed asset retention and disposal policies for the PA (vehicles, furniture & equipment).
- Responsible for managing safety and security portfolio at PA.
- Implement emergency/evacuation plans and procedures.
- Liaise with the Logistic and Administration Manager to ensure that contracts for fuel supply, insurance companies, security firms, transporters, landlords, and clearing agents are signed, and well administered.
Finance
- Receives all purchase requisition and LPOs and perform quick checks for completion prior to forwarding to CO accountant for review.
- Prepares payment requisitions and cash disbursement vouchers for all payments done at Program Area timely and based on complete and accurately coded payment packages.
- Ensures appropriate filing is done for all financial records
- Receives all liquidation statement requiring Finance review and performs completion check prior to review of CO Accountant
- Management of petty cash in the Program Area and submit a report to CO accountant.
Management of partnerships
Ensure that:
- Effectively portray a positive image of Plan International Rwanda
Key relationships
Working contacts inside and outside the organization; include the purpose and level (high, medium, low).
Internally
The PA Administrative Assistant will be working closely with all departments at the PA
Externally
- He/she will extend relations with Suppliers, service providers, insurance companies and customs as well.
- He/she will be requested to be more flexible and committed to customer service, strong team working skill and external relations.
Technical expertise, skills and knowledge
Essential
- Bachelor Degree in Business Administration, Business Studies, Administrative science, Commerce, Finance and Project Management.
- At least 3 years’ experience in a similar role, working experience with NGOs will be an added value
- Demonstrated experience in the management of key administration areas such as logistics, procurement, fixed assets, fleet management and security.
Skills Specific to the Post
- 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
- Communicates clearly and effectively
- Demonstrates high degree of transparency and integrity
- Good budgetary and financial skills
- Excellent knowledge of Excel and spreadsheets
- Ability to interpret and work in accordance with laid down procedures
- Good team player
- Proficient in computer skills and use of relevant accounting packages
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
- Based at Gatsibo with some movements to Bugesera.
Level of contact with children
- Low level: Frequent interaction with children.
Natiional Position
Location:Gatsibo
Reports to: PAM with a dotted line to Logistics and Administration Manager
Grade: C1
Closing Date: 22-10-2019
Females are mostly encouraged to apply.
More Information
- Job City Kigali
