Administration Coordinator (Local contract) At International Plan

The incumbent will ensure that appropriate strategic direction is set and maintained for the administration, in line with Plan International standards and processes. He/she will lead the organization of the secretariat, planning, management, monitoring and evaluation of acquisitions and the implementation of procurement procedures for goods and services in accordance with the project performance framework and budget and the supply and inventory management plan approved by the donor, in compliance with the donor’s specific procedures and those of the Institution.

KEY RESPONSIBILITIES

• Prepare lease contracts for houses and offices, in accordance with CAR laws and regulations. Comply with Plan International standard contract formats and contents when establishing contracts. Respect notice periods for renewal and non-renewal of contracts. Organize inventories and produce the exit report (PV). Ensure that all contracts are registered within the legal deadline as well as payment of registration fees.
• Effectively and efficiently master and manage the assets of all Central African Offices and submit to management the complete list of assets to be sold or scrapped following the procedures described in Plan International’s asset management policy.
• Collect and archive discharges of all project shipping documents as well as on-board copies of staff distribution lists.
• Manage all administrative contracts (lease, air conditioning maintenance, etc.), pay electricity, telephone and water bills for the national office and guest houses in order to allow activities to run smoothly.
• Supervise and ensure that asset registers and documentation on asset movements (loan and transfer of assets) and files are properly filed and available at the national office and well identified by project or program, documentation includes (PR & PO purchasing documents, project reference, acknowledgement of receipt as well as allocation/transfer/loan or donation sheets). Ensure periodic inventories of equipment
• Ensure the updating of the asset management system
• Ensure the maintenance and repair of the building used by Plan International as offices and residences and monitor the insurance of the building schedule
• Monitor and control expenses related to administration such as telephone credits, internet package for staff, Canal plus, maintenance of premises.
• Supervise and maintain the travel and accommodation support service (international and local) and be informed about current processes or changes in procedures relating to visas, residence permits, work permits, etc. and ensure that accommodation conditions are good and that hotel, conference/meeting room reservations are made on time in accordance with procedures.
• Support the fleet assistant, administrative assistant to ensure the reception and accommodation of visitors, expatriate and national staff for the accomplishment of their mission, facilitate and organize all events (training, seminars, workshops, registration with the local police, etc.)
• Ensure the management of expatriate guesthouses.
• Establish a good document archiving system to respond to audits in a timely manner.
• Update the Office’s fixed assets inventory (semi-annually and annually), and ensure that assets are protected against losses, Insurance survey (REAM) is done annually within the time frame provided by the GH (Global Hub).
• Administrative Procedures Manager for the RCA Office and Program Offices (sub-office)
• Ensure that Visitor and International Staff documents and residency rights are up to date and comply with legal requirements.
• Responsible for the renewal of the establishment agreement, accreditations of field offices and the renewal of the agreement between Plan International and the Central African Government
• Coordinate and lead the Administration team under his/her responsibility, and in particular; define the tasks of each person, ensure daily supervision, verify the quality of the work (punctuality, rigor, quality, etc.), establish the work schedules of the logistics teams of each department or installation, organize and lead the meetings of the team under his/her supervision, participate in the recruitment of staff for his/her team.
• Assist the ITC team in developing and structuring infrastructure and reducing costs.
• Track maintenance, repair and costs of the rolling fleet.
• Receive and process “incoming” mail on time
• Prepare and follow up on “Departure” mail until the CD is signed and sent to the recipient;
• Ensure the interface between the Coordination Unit and partners for the exchange of information;
• Organize all logistics before, during and after workshops and meetings;
• Maintain the report of weekly meetings or any other meetings and monitor the implementation of recommendations;
• Initiate contracts with selected service providers and suppliers following the evaluation of offers
• Coordinate the evaluation of the services of suppliers and service providers
• Ensure the management of materials and equipment acquired on the project
• Follow up on the renewal of insurance for vehicles acquired on the project
• Ensure a biannual inventory of materials and equipment acquired on the project,
• Support the development and updating of Plan’s consolidated procurement plan and the directory of approved service providers
• Prepare tender documents, expressions of interest, requests for quotation,
• Lead the selection process for suppliers and service providers
• Coordinate the preparation of bid evaluation reports,
• Lead and monitor the execution of contracts
• All tasks required by the line manager