Administration Officer

Job Title 1 : Administration Officer

Based in: Addis Ababa PA – Addis Ababa

Term of Employment: Fixed term for 2 years

About the Position:

The Administration Officer is responsible for the availability and quality of all logistics facilities and services that support the proper functioning of Plan International Ethiopia’s Program Area Office. These include: supplies (procurement/purchasing, transportation and fleet management; storekeeping and warehousing), accommodation (offices and residential), technical infrastructure (installations and equipment), safety and security management and risk management. The Administration Officer fulfills this responsibility through the organization and management of the administration and logistic unit, of which s/he is the hierarchical in-charge of. The post holder will also provide HR support to the Program Area office including recruiting and hiring competent and capable employees, proper administration of staff records, annual leave management, performance appraisals, training and development, new employees’ inductions based on Plan International Ethiopia policies and processes and management of PA staff salary and benefit budget together with timesheet.

 

The Administration Officer develops and communicates a coherent vision on the service levels requested/aimed for, addresses discrepancies and effectively mitigates any shortcomings.

 

The Administration Officer will be a member of the PAMT.

Typical Responsibilities – Key End Results of Position:

 

1.      Procurement and Supply Management

 

·         Oversee management of procurement and other logistics to ensure goods and services are purchased in time to facilitate project implementation at the same time ensuring the organisation receives value for money.

·         Approves the execution of stock and purchase requisitions following the organization’s endorsement guidelines and escalating when required;

·         Approves the purchasing schedules proposed by the Procurement Officer, as well as the stock replenishment strategies;

·         Coordinates the drafting of an annual procurement plan for the Program Area Office in conjunction with all stakeholders (programs heads, PAM) for submission to the CO Logistics Unit and reports about progress; gives feedback and advise on the procurement plans of the sub-offices;

·         Ensures the correct implementation of the procurement guidelines, procedures and threshold; oversees open and closed tender procedures and performs bid analysis together with the Tender Committee;

·         Follows-up purchase status with the support of the Procurement Officer;

·         Ensures the availability of a (preferred) suppliers list and price list following a standard articles collection/assortment and make sure that the lists are up-to-date regularly.

 

2.      Transportation and Fleet Management

 

·         Performs regular needs analysis with regard to transportation for the PA and sub-office, monitors service levels, taking appropriate action when necessary;

·         Proposes fleet measures (additions and subtractions) by rental and advises about overhaul and/or retirement of vehicles;

·         Follows-up on transportation issues forwarded by the units in the PA and sub-offices;

·         Approves and signs weekly/monthly logbooks, trips, and fuel records, monitors utilization, maintenance and fuel consumption;

·         Ensures the correct implementation of the Vehicle Management Guidelines;

·         Maintains a vehicle inventory and advises about vehicle allocation.

·         Prepare fleet management reporting on monthly basis as per the set reporting standards by the Country Office.

·         Ensure proper accounting of the vehicle and fuel usage by staff in the program unit;

·         Carry out a monthly analysis on vehicle usage for decision making;

·         Prepare and maintain proper documentation for each vehicle at PA level.

·         Oversee procurement of insurance covers for vehicles are done at the CO.

·         Ensure the annual vehicles inspections and registrations are done timely.

 

3.      Asset Management

 

·         Ensure the Offices fixed asset and stock inventories data completeness and regular updating. S/he should be able to report at any time on the technical condition, maintenance needs, lifetime/expiry (replacement, retirement), usage and returns of all physical assets including vehicles, (rented) compounds, buildings and their technical infrastructure;

·         Prepare and update a computerized fixed asset retention list and report to the Country Office Logistics Unit on a quarterly basis and for disposal (vehicles, furniture and equipment) to avoid loss and misuse of Plan assets.

·         Conduct periodical inventory and the mandatory required annual inventory of fixed assets and stock items and produce standardized report to be utilized internal and external users.

 

·         Ensure 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 and assists with guarding/security issues related to office compounds in consultation with the concerned staff;

·         Issue guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc) and ensures their proper implementation.

·         Provide a security briefing to all new staff (advising on current security phase)

·         Ensure that office property and vehicles have required safety equipment such as first aid kits, functioning fire extinguishers, fire escapes, etc.

 

5.      Technical Management

 

·         Ensures the proper functioning and operation of technical installations (water, electricity, drainage) including back-up power generator; voice- and data installations in close collaboration with the CO ICT Manager.

 

6.      General and Staff Management

 

·         Enable his/her supervisees to perform to their maximum capacity by managing their workload (work inventory, planning, monitoring and feedback) as well as by arranging adequate working conditions and inputs in line with their operational needs;

·         Supervise, coach and motivate staff to enhance and manage their performance and development that enables them to perform to their maximum capacity by managing their workload (work inventory, planning, monitoring and feedback) as well as by arranging adequate working conditions and inputs in line with their operational needs;

·         Creating a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.

·         Develops and updates a departmental planning of measurable objectives and results, monitors progress and takes effective action when needed; reports on monthly basis to the PAM and/or Country Office Logistics Department;

·         Ensure the logistics and administration related budget is available and well managed for effective and efficient operations.

·         Prepare, receive, check and authorize  weekly and monthly reports of his/her direct reports and compiles them into unit-wide regular reports; compiles them into unit-wide regular reports for sharing with the  PA Office and Country Office Logistics Unit;

·         Develops and updates a unit planning of measurable objectives and results, monitors progress and takes effective action when needed; reports on monthly basis to the Regional Manager and/or Country Office Logistics Unit;

·         Holds daily (plenary), weekly (one-on-one) meetings with his/her direct subordinates as well as periodic meetings together with their key staff; ensures minute-taking, record keeping and the timely and systematic follow-up of action points;

·         The output and performance of designated staff through supervision and evaluation;

·         Performs additional duties as per the request of the Program Area Manager

·         Promotes and abides by Plan policies and procedures including but not limited to:  Gender Equality Mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.

 

7.      HR Responsibilities

 

·         Handle recruitment formalities with the recruitment committee of the PA for grade A & B jobs, ensure that vacancy announcements are posted in appropriate places around the PA and facilitate assessment/selection process based on organizational policies and procedures.

·         Record minute of the recruitment committee while selecting competent candidates for employment to fill job openings and pass on the minutes along with relevant documents to CO HR & OD department for securing approval from the CD.

·         Conduct reference checking for selected candidates

·         Open personnel file for new employees joining Plan in the RO, and update records by filing Job description, full personal history, contract forms, performance evaluation reports, approved leave forms, warnings, salary increment and other correspondences regarding the employee to avail complete record.

·         Coordinate and follow up the implementation of performance appraisal process and collect completed evaluation reports.

·         Maintain and update annual leave balance of each staff member of the RO, consolidate and arrange annual leave schedules for staffs, and verify leave requests for approval.

·         Facilitate RO level induction for new employees joining Plan Ethiopia.

·         Ensure that pension forms are filled by new employees and submitted to the nearest POESSA branch office.

·         Handle separation processes of staff leaving Plan Ethiopia and ensure that clearance forms are signed by all concerned in the RO and pass to Finance for final payment for grade A and B jobs.

·         Transfer clearances of separating staff members who are on grade C1 and above to CO HR & OD department for the way forward.

·         Conduct an exit interview with separating staff (in grade A and B) and compile filled questionnaires for feedbacks.

·         Respond to staff enquiries based on HR policy and Procedure manual of Plan Ethiopia and act as a point person for HR & OD communications in RO.

·         Provide information and assistance to staff, supervisors and council on human resource and work related issues.

·         Handle other HR & OD related duties as requested by immediate supervisor.

·         Manage PA staff salary and benefit PO.

·         Facilitate and support staff timesheet management.

Child Protection and Gender Equality

·         Demonstrate commitment to Plan’s child protection policy through implementing the policy in its entirety, and report any actual or potential risk situations following the reporting procedures, being aware of abuse and risks to children, being vigilant, becoming familiar with the Child Protection Policy.

·         Raise children’s rights/protection awareness and important of gender equality and respect to diversity within Plan and amongst partners and community members.

·         Provide leadership to demonstrate commitment to Plans’ gender equality policy and implementation strategy.

·         Actively encourage others to play their role to implement the gender equality strategy.

·         Make adequate resources available for implementation of the gender equality action plan.

Facilitate the endorsement of appropriate revision of gender equality policy to meet gender equality standards in Plan Ethiopia

The closing date for the applications is 7th of November 2015. Please use the subject: Administration Officer in your application, attaching your CV, a letter explaining why you are the best candidate for this job, non-returnable copies of all the supporting documents, your current and expected salary, your contact details including phone and emails and contact details (both email and phone) of two referees who know you professionally. Please note that one of the referees must be your current/most recent line manager. The complete application should be sent to: PIErecruitment@plan-international.org

Only short listed applicants will be contacted. This position is open only for Ethiopian National with suitable skills and experiences. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the national community. Female candidates are highly encouraged to apply.

References will be taken and background and anti-terrorism checks will be carried out for the successful candidate in conformity with Plan’s Child Protection Policy.

Administration Officer