Country Administration and Logistics Manager at Plan International

Plan International is evolving in response to shifts in international development and humanitarian response. We are doing this so we can continue to make a stand for children’s rights. 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 knowledgeWe believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. Having identified girls as the most marginalised group, they will be our ongoing focus as we work towards helping 100 million girls learn, lead, decide and thrive within their communities. As we embark on this ambitious and exciting journey, we are recruiting for talent across the globe.We are recruiting to fill the position below:Job Title: Country Administration and Logistics ManagerLocation: Abuja, Travel required OccasionalFunctional Area: Administration and LogisticsReports to: Country DirectorRole PurposeThe role of the Country Administration and Logistics Manager is to provide support to the field offfice and the Country Office in the following areas: General administration, procurements, logistics, officemanagement and contracts/legal issues. Under the guidance of the Country Director, the Country Administration and Logistics Manager will ensure the smooth operations of Plan International Nigeria’sfacilities, inventory, fleet and travel management by developing, implementing and evaluating maintenance and improvement programs as they relate to the continuous operations of the organization.S/he will plan, manage all operational, support, monitoring and reporting tasks of the country in the above listed areas.S/He will be responsible for the effective utilization of resources including staff with diverse range of capabilities.Dimensions Of The RoleManage the budget of the Administration and Logistics unit.Supervise and manage three direct staffs, two staff on matrix management and coordinate with Admin and logistics units in the field offices.Provide guidance and support to all field Offices and the Country Office in Administration and logistics related issues;Design appropriate training programs for administrative and logistics staff at the Country Office and in the field Offices.Review and revise, if necessary, all legal document and procedures in use by the Country Office and field Offices.Perform other administrative and logistics duties in a manner that supports the Country OfficeTeam and improves Plan International Nigeria’s efficiency and effectiveness;AccountabilitiesProvide guidance and support to all Project Offices and the Country office in administration and logistics related issuesProvide overall management and co-ordination of the work of the administration and logistics teams in the Country office and all project offices across the development and Humanitarian programmesSupport the Country Management Team on Logistics, Admin and Government relations issues – with responsibility for ensuring effective communication, guidance and transfer of knowledgeEnsure that proper administration and logistics systems and procedures are followed in the procurement of goods and services across all Plan officesKeep all project offices informed of new developments in administration and logistics related issues such as compliance to new or revised policies or procedures from the global office and its adaptation to local admin and logistics procedures.Ensure timely and highest quality procurement services, maintenance and security of all Plan International Nigeria’s assets, equipment, materials and supplies.Collaborate with all department heads and staff to ensure that purchase of goods and materials are properly planned, timely delivered in the required quality at an effective cost.Ensure there is a sound administrative system for procurement, storage, inventory, asset control and maintenance, distribution and receipt of all Plan materials/goods – in accordance with Plan’sProcedures and Donors requirements for Grants.Demonstrative effective leadership and coordination of all procurement needs in the country programme (both development and Humanitarian Programme) using the consolidated procurement tracker.Coordination and management of Plan International Nigeria’s approved vendor list, hold regular feedback sessions with approved vendors.Responsible for approval and release of purchase requisition and purchase order on SAPDesign appropriate training programs for Administrative staff at the CO and in the Project Offices.Support the project offices and Country unit administrative staff in identifying areas for improvement in their performance.Coordinate with the Country Human Resource Manager, project leads to identify appropriate capacity building courses for the unit in line with budgetary allocation and staff personnel development planInduct and train Country Office and project office admin and logistics staff on basic Plan procedures, best practices, etc. as required.Review, and revise if necessary, all legal documents and procedures in use by the Country Office and Project Offices.Review all contracts and agreements and make recommendations to the Country Director for approval.Annually review all Plan International Nigeria contracts and contractors to ensure that they are in line with Plan's policies and procedures, protect Plan's interests and follow country’s legislation.Design appropriate standard contracts for common practices in the country, including consultancy contracts, constructions, project agreements and other related legal documents.Regularly review Plan International Nigeria country agreement and ensure it meets all its obligations as stipulated in the agreement.Liaise with Plan’s Lawyer at the request of the CD and provide the Country Office with appropriate and timely advice on legal matters.Perform other administrative duties in a manner that supports the Country Office Team and improves Plan International Nigeria’s efficiency and effectiveness.Organize and actively participate in Country Office meetings and inform other team members of activities, initiatives, etc. in the area of Administration and logistics.Assist Country Office and Project Offices staff in examining how operations are organized, identifying possible areas where operational efficiency can be improved, and recommending, assisting in implementing alternative course of action.Supervise administration staff:Organize and supervise admin services in all offices to ensure appropriate filing and archiving, maintaining the office’s calendar of activities and keeping track of major events.Coach and mentor admin and logistics staff, giving constructive feedbacks and seeking effective ways to support staff performance in a timely mannerAssist the Project Office Managers in evaluating the performance of field based administrative staff;Prepare commendation and/or disciplinary action to Admin and logistics staff in accordance with Personal Manual with support from HRPerform other duties as directed by the Country Director Dealing with ProblemsInfluence situation where he/she has no direct control over resources.Manage multiple and work with distant colleagues to form a virtual efficient administration and logistics team.Use Plan procedures to settle conflicts among the administration and logistics staff.Resolve problems that are not covered by established process.Analyse possible causes of problems and suggest solutions to get them resolved.Refer, whenever necessary, the case to the Country Director or to the CMT (Country Management Team) for consideration.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 RelationshipsSubmit to International Headquarters (IH), prior to any contracting process, information for the anti-terrorism screening, using the approved template;Liaise with region and affiliate teams, ensuring regional priorities and logistics policies and procedures are understood and applied effectively.Prepare and submit relevant quarterly reports to the regional office;Report to the Country Director;Member of the Country Management teamPrepare and present management information reports concerning operational effectiveness and service levels of contractors providing maintenance, janitorial, catering and security services.Coordinate with project office managers in evaluating administration and logistics staff in the project officesSupervise directly Admin and Logistics Coordinator, Humanitarian Admin and logistics Advisor, IT Specialist and Matrix manage Project Admin Managers.

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