Operations Coordinator At Plan International

The Organization

Plan International is an independent development and humanitarian organization 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 it is 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 70 countries

The Opportunity

Reporting to Operations Manager, the Operations Coordinator plays a pivotal role in managing and implementing operational processes within Plan Jordan. This position involves supervising 2 staff members and when needed volunteers, ensuring the efficient functioning of procurement, logistics, fleet management, security, Reporting and administration.

Purpose

The Operations Coordinator will be responsible for leading and ensuring implementation of operational policies, goals, objectives, and guidelines. This includes overseeing procurement processes, logistics and supply chain, fleet, security planning, and general administration. The role involves working collaboratively with various departments and external stakeholders.

Dimensions of Role

The Operation coordinator will be responsible for overseeing the Operational policies, goals, objectives and guidelines and for the supply chain planning and implementation. Specifically, s/he will support the Operation Manager in leading an effective administration, procurement & logistics plans, supervise and/or implement the necessary administration, procurement & Logistics processes to ensure the purchase and delivery of supplies and capital equipment in line with the approved response budget. Job responsibilities are very broad and may include anything needed to set up and maintain program operations and frequently involve work with other agencies to accomplish this objective.

Typical Responsibilities – Key End Results of Position

Policies, Procedures, Processes and Applications Support

• Ensure compliance with the organizational policies and procedures related to operations function. These will include, provisions of Supply Chain Operations Manual, Fleet Manual, Safety and Security Policies etc.
• Provide input in review and development of systems and procedures to bring in operational excellence.
• Orient and build capacity of Plan and its partner’s staff on the requirement of Plan’s Supply Chain Operational Manual.
• Ensure the team is able to work with and has knowledge of multiple institutional donors including a detailed understanding of donor requirement in Logistics and Procurement.
• Provide technical input and responses to audits as needed.

Procurement:

• Develop and Build a good relationship with Suppliers for the purpose of quality program implementation such as LTA’s (Long Terms Agreement).
• Monitoring procurement spend, lead times and procurement status.
• Drive and lead to promote an effective Procurement Plan in conjunction with all stakeholders (Project Managers, Technical leads) and reports about progress.
• Coordinates procurement tenders following Plan and donor guidelines, oversees tender procedures and performs bid analysis together with the Tender Committee.
• Coordinate the supplier prequalification process together with the Procurement Team and Operations Manager following the set guidelines.
• Ensure the supplier list is regularly updated in line with the requirement.
• Ensure Frequent carry out of market scan to review the prices for goods and services and to ensure Plan International is continuously getting value for money from the pre-qualified suppliers.
• Track procurement of goods and services and ensure adherence to the set deadlines.
• Ensure all approved purchase requisitions are processed and ensure the most appropriate method of procurement is conducted according to set policy.
• Support in limited task /services contract drafting ensuring accuracy and operational/legal clauses are in support and alignment with the best interest of the organization.
• Organizing procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
• Manage Preparing purchase orders, obtaining authorized signatures and forwarding procurement documents to the Finance Department for payment processing.
• Ensure price negotiations are conducted and documented.

Administration Strategy:

• Support in developing and track of departmental goals and quality improvement of support services within the operations department .
• Support and follow on Administration policies, goals, objectives and guidelines to ensure quality standards of service delivery in line with country needs and plans

Assets and warehousing:

• Ensure that Plan assets are registered and processes to ensure that it is done and documented according to the set guidelines and annual physical inventory is conducted .
• Ensure warehouse management system and inventory are implemented, followed up and reported on accurately and regularly.

Logistics Control and Fleet management:

• Ensure management of vehicle fleets; ensure appropriate allocation and safe use of vehicles throughout the program and ensure adherence to the servicing and maintenance schedules.
• Ensure usage of fuel is correctly supervised, logged and recorded.
• Ensure that the use of vehicles is compliant with fleet manual and government rules.
• Monitor vehicle accidents and near miss, ensure timely and accurate preparation of accident / incident reports through incident management system.
• Provides advice to all staff on transportation policies and procedures and monitors operations to ensure that drivers and authorized users are in compliance with the policies and procedures, safety rules and government regulations related to the operations
• Oversee the process of safe transport of goods to destination and supports programs staff and partners; team to organize all delivery of goods on project locations
• Managing organization’s fleet and movement requests and ensuring that all vehicles are in appropriate condition
• Conduct Orientations and inductions for code of conduct , customer service and safety and security guidelines for all drivers (staff, on call and external drivers ) while insuring their adherence to Plan’s Fleet rules and regulations.

Management and Implementation:

• Manage their team members , addressing capacity building opportunities and develop their performance and ensure their quality of work is up to standards .
• Proactively engage in the Project Cycle Meetings, including Project design, project planning, Project opening, project review, project close-out, and project learning meetings to ensure that supply chain-related issues are well articulated to all collaborators and resolved for successful project delivery.
• Organize procurement training sessions for procurement / tender committees in the office and non – supply chain staff if deemed necessary.
• Identifying fraud, corruption red flags and addressing them promptly
• Establish reasonable and appropriate lead-time for all procurement of program supplies and delivery of goods to the program sites.
• Support operations manager in conducting partner assessments and conduct orientations when needed.
• Responsible Centralized Donor’s procurement rules and regulations

Reporting:

• preparing reports pertaining to procurement, logistics and operations, for internal and external audits, Donors, and government entities

Security:

• Security Focal point for Plan Amman Office.
• providing support and advice to the Operations Manager in decision making on security issue and ensuring that organizational security management requirements are delivered.
• Advice staff on security plans and SOPs.
• Conduct security briefing for all staff and visitors.
• Conduct security assessments for all locations as needed.

Communications and Working Relationships

• Internal: All departments within Plan Jordan.
• External: Suppliers, Service providers, Donors, GOV. entities

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives

Minimum Qualifications:

• University in any discipline field preferable experience in Supply chain sector.

Minimum Experience:

• 3-5 years of experience in administrative/logistics /procurement preferably in INGO sector.
• Job Skills:
• Communication abilities
• Negotiation abilities
• English Language
• Advanced Computer Skills
• Team work
• Problem solving
• Conflict resolution

Physical Environment and Demands:

• Typical office environment

Behaviors – Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organization for all children, girls & young people.

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well.

ROLE PROFILE

Location: Plan Jordan, Amman

Grade: C2

Type of contract: fixed contract

Contract Duration: 6 months -renewable based on performance and budget

Reports to: Operations Manager

Closing Date: 31 January 2024