Apply: Plan International Adminstration Manager

By Development Diaries
June 8, 2021

Deadline: 21 June, 2021

Location: Maadi, Egypt

Plan International is seeking to fill the role of Administration Manager.

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

Responsibilities

Ensure timely and quality administration support to all programme activities, including through procurement, logistics and travel and associated administration needs
Ensure full adherence to the Plan International Egypt operations manual and ensure this remains aligned with global policies and procedures
Engage effectively with the programme and finance teams to ensure timely procurement support is provided for all major grant startups, including for both services and goods
Lead continual review of external service providers as a measure to improve competitiveness of procurement contracts and quality of goods and services delivered
Lead capacity building support and training for national partners in all aspects of administration, working in tandem with the programme areas
Provide matrix management support and mentoring to the administration support functions in the programme areas
Engage with stakeholders in the regional office on all administration matters and ensure timely submission of all corporate reporting requirements
Lead the annual planning and budgeting process for the administration department and ensure timely and quality submission of all required deliverables
Ensure the administration department supports the quality translation of documents into Arabic
Ensure adequate facility management for the country office and engage with external suppliers and service providers for facility upgrade
Ensure point of control for all travel associated costs and ensure all grant-related travel costs are charged to grants in the first instance
Ensure adequate and safe vehicle fleet management for all vehicles under country office control
Provide technical and material support for startup of all new programming and office locations
Ensure all staff in the unit/function/department are properly inducted on and understand their role in upholding Plan International’s safeguarding and GEI policies
Ensure Plan International’s global policies for safeguarding children and young people and gender equality and inclusion are fully embedded in day-to-day work
Ensure Plan International Egypt contributes to the organisation’s global efforts to ensure safeguarding and GEI, including making sure relevant reporting and data are submitted
Set and communicate ambitious, but realistic, work goals and priorities, explaining how these contribute to Plan International’s purpose
Set high standards for self and others’ behaviour, inside and outside work
Hold self and others to account for what has been agreed, dealing with poor performance quickly, firmly and constructively
Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what the organisation does
Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input
Motivate and develope others by giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential
Accept change and support others in adjusting to it, helping them understand
Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as child and youth safeguarding and protection, gender equality and inclusion, counter fraud, safety and security
Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, and digital working, including personal digital skills

Requirements

BA degree or equivalent in Supply Chain, Management, Logistic Management, Business Administration, or a related field
Five years, minimum, of relevant work experience, three years in a managerial role
Planning and organisation skills
Strong negotiation, facilitation and influencing skills
Strong decision making skills
Strong analytical and problem-solving skills
Strong team-building and motivational skills
Networking and partnership development skills
Strong interpersonal and public relations skills
Strong time management skills
Ability to use relevant computer applications
Knowledge of ERP system
Strong technical skills in supply chain, and knowledge and experience of project management
Budget skills including effective use of resources