Humanitarian Admin and Logistics Advisor 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 knowledge.We 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: Humanitarian Admin and Logistics AdvisorLocation: Maiduguri, Borno (Covering Mubi with Frequent Travel required) Reports to: Country Admin and Logistics Manager with dotted line reporting to the Emergency Response ManagerGrade D1Role PurposeThe purpose of this role is to lead the admin and logistics unit for Plan International Nigeria emergency response in line with policies of Plan International Nigeria, donor requirements and Nigerian laws.The post holder will be supervised by the Country Admin and Logistics Manager, work closely with the Emergency response manager and other members of the programme and admin team.Dimensions of the RoleThe post holder will communicate within Plan International Nigeria and with partners, vendors, service providers, consultants and related government institutions.The post holder will manage all admin, logistics and procurement needs of Plan International Nigeria emergency response and programmes, interfacing with both operational and programme team members.The post holder will also lead on capacity building for all Plan staff and Partners in admin and logistics related policies and procedures.The Post holder will supervise the Admin officer and Admin Assistant in Maiduguri and Admin Coordinator in Mubi field office.AccountabilitiesEnsure effective leadership of the emergency response admin and logistics unit in the related officeEstablish and maintain a well-functioning admin and logistics operation for Plan International Nigeria emergency response programme in line with organizational policies, procedures and best practicesLead in the roll out of new or revised organizational policies and Donor requirement in line with procurement and general administration and ensure adherenceConsolidate and manage procurement tracker for all Emergency response procurement.Ensure there is a sound administrative system for procurement, storage, inventory, asset control and maintenance, distribution and receipt of all Plan materials/goods in the response - in accordance with Plan’s Procedures and Donors requirements for GrantsOversee the day-to- day support to emergency response staff in field officesProvide induction to new staff admin and logistics policy/procedure, emergency response procurement plan and Ensure compliance with Plan International procurement and logistics standards and regulationsManage contracts and services for the emergency response unit, monitoring contract implementation to ensure contract terms are adhered toOverall management of Plan International office, guest house and store in the response programmeEnsuring that asset register for emergency response is up to date and insured in line with organizational and donors’ requirements.Ensure compliance of the Plan International goods-in kind (GIK) policy for all GIK.Coordinate logistics and procurement operations with partners, finance, logistics and procurement committeeMaintain records of all outstanding purchase orders with external vendors and arrange transportation and forwarding services for all orders to ensure delivery on scheduleTake the lead in coordination and development of emergency response procurement plan and monitoring of the procurement plan with the various project leads.Prepare reports on procurement and material movement and ensure that reporting requirements are fulfilled in an accurate and timely mannerEnsure compliance with Plan International procurement and logistics standards and regulationsEnsure compliance in warehousing management for field offices in line with best practicePerform any other project related duties as specified by the Country Admin and Logistics manager and ERM or delegateHuman Resource Development:Coordinate the orientation, on-going development/training and builds capacity of staff and local partner staff when required in line with Admin and Logistics policies and proceduresLearning and Knowledge Management:Shares relevant information within the team supporting the proper documentation of all administrative, logistic and financial transactions of the operationsParticipates in global/regional projects/networks as requested.Resource Mobilisation:Support resource mobilization efforts by supporting costings with respect to budget preparation and related engagement.Dealing with Problems:Ability to manage competing priorities and expectations from internal and external stakeholders and remain calm and resilient in the face of pressure.Manage multiple and work with distant colleagues to form a virtual efficient administration team;Use Plan procedures to settle conflicts among colleagues;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 Admin and Logistics Manager 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 Relationships:Represent Plan International Nigeria in Admin or Logistics forums in the humanitarian spaceSupport the preparation of reports for domestic and international consumption.Interface with vendors, services providers and consultant to Plan Nigeria in the emergency responseProvide timely responses concerning queries linked with relevant projects or programmes.Report to the Country Admin and Logistics Manager with dotted line to the ERMProvide support to Plan International Nigeria’s emergency programme delivery and resource mobilization.Work with other members of the programme units to ensure effective and efficient programme delivery.

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