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 its 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 87 countries.
Plan international has opened an office in Somaliland and started programmes that focus on child protection, education and youth economic empowerment programming both humanitarian and development setting, working with/through partners and providing technical support to INGOs, Somaliland NGOs and the Government of Somaliland in Plan’s areas of expertise
Role Purpose
The purpose of this job is to contribute the organisation’s effective Administration and HR processes’ and effectiveness. The post holder will support the Admin and HR Specialist in the areas of filling, Recruitment, procurement and asset and inventory updating. and other Administrative day to day duties as per Plan’s system and procedures.
Key relationships
Plan international staff including;
Finance team
Programme team
Business development team
MERL team
Regional offices
External
Vendors and Suppliers.
Implementing partners
Line-Ministries
Level of contact with children
Physical Environment
Based in a typical office environment whilst in the Office;
Where required, periodic travel
Key Responsibilities
Administration – HR, Inventory & Store Management and managing the office services
To organize and support the management of induction and debriefs for incoming and outgoing staff and visitors.
Ensure office services such as office cleaning, coffee/tea, Internet, telephone connections are in order and all other utility bills are paid in a timely manner.
Receive all purchased goods, ensuring that they are according to the purchase orders for quality, quantity and according to specifications.
Maintain an inventory of items procured by the Office.
To act as the main liaison point with external service providers or the landlord to maintain the smooth running of the shared premises.
To perform any other related duties and functions that may be assigned by line manager from time to time.
Contribute all the recruitment process
To manage the office including monitoring leases, contracts, insurance for premises and assets and recurrent.
Support in ensuring the effective cost management and that the HR and Admin budget was spent wisely on at the planned time.
Supporting all procurements on for operations activities.
Process payments and recording them on regularly basis
Logistics - Facilitate Travel, Meetings and Trainings
Arrange/facilitate travels of staff of Plan International Somaliland/ Somalia office and its associates which includes Visas, flight tickets and hotel bookings.
Arrange/facilitate venues and other logistics required for meetings, trainings, workshops organized by Plan and communicate effectively with participants.
Handles fuel coupons/receipts and other related documents for the official vehicle running.
To make all arrangements for holding meetings and conferences as required.
To supervise processes for acquiring visas, work permits, government clearances.
To arrange travel and accommodation for regional staff and visitors as required.
Raise all operational and admin department PRs as required.
To develop and maintain the shared electronic & physical files to ensure straightforward access to information.
Support in keeping staff personnel records up to date; in such a way that all relevant information, such as education, trainings received, employment dates, contract expiry dates, leave balances, performance evaluations are recorded suitably and in safe place.
Assist in the registration and management of assets for the office and staff residences
Carry out on timely basis all required taxes from Plan Somaliland and Somalia office.
Register all purchased assets on the Good Receiving Note and register in the fixed asset registration form with the value and date of items purchased;
Cover the Admin and HR Specialist while on leave.
Support women in security action plan and reporting
Perform any other duties assigned by line manager
Technical expertise, skills and knowledge
Qualifications/ experience essential:
A bachelor Degree in Business Administration, Economics, Social work, International Relations, Development or similar field;
5 years of relevant experience in INGO Sector or demonstrated equivalent combination;
Languages required
Excellent written and verbal communication skills in English
Excellent written and verbal communication skills in Somali is also mandatory (As the role is for the Nationals only)
