Plan International Southern Sudan Administrative Coordinator position (Open to Southern Sudanese nationals only)

JOB VACANCY NOTICE

Plan International is an international humanitarian, child-centered
development organization without religious, political or government
affiliation. Child sponsorship is the basic foundation of the
organization. Plan’s vision is of a world in which all children
realize their full potential in societies, which respect people’s
rights and dignity.
Plan International maintains a zero tolerance policy against child
abuse and violations world wide.

Job Title: Administrative Coordinator
Duty Station: South Sudan Juba
Reports to: Program Leader

JOB SCOPE
The main purpose of the Administrative Coordinator role is to provide
management and leadership for administration functions in the
organization. Ensures an effective property and vehicle management
function and adequate security is maintained for organizational
assets. The Administrative Coordinator will be the liaison and point
person for the non HR legal administration issues in the organization.

DUTIES AND KEY RESPONSIBILITIES
Administrative Coordinator role in the Country Management Team SMT:
• Participate in CMT decision making
• Take responsibility as part of the CMT for risk management process
in-country

Legal administration:
• In consultation with the Program Leader, seek appropriate legal
counsel on diverse issues and disseminates to the relevant audience in
the office.

General Administration:
• Manage lease/rental contracts, security service contracts and
insurance policies
• Overall Supervision of Logistics Assistant, Drivers, Receptionist,
Cleaners and Gardener in Juba office and PU Office.
• Management of office space including office repairs, maintenance,
servicing of office equipments and rent payments.
• Management of International Staff residences.
• Ensure that Plan offices and premises are adequately manned and
secured according to Plan’s policy.
• Ensure log books and mileage sheets are reviewed and checked.
• Review fuel consumption and maintenance costs of the motor vehicles
at Southern Sudan program . Coordinate with Drivers, PU Staff,
Coordinators to ensure MV/MC consumptions and maintenance costs are
reviewed and controlled.
• Ensures that Plan assets have adequate insurance cover
Budgeting:
• Participate in year end budget preparation for the department
• Monitor and manage the utilization of the administration department
funds and control of the Administration department Budget.


Reporting:
• Creating, writing and co-coordinating professional accurate timely
reports
• Review and share vehicle and fuel management report timely.


Supervising:
• Be in charge of supervising and appraising The Logistics Assistant,
Receptionist, Cleaners, Drivers and Gardener

.
OTHER RESPONSIBILITIES
• Undertake the task of security focal point for Plan International
South Sudan program
• Actively contribute to the development of Plan system/work as a team
• Operate within Plan organizational policies and practices
• Undertake other tasks as directed
• Be responsible for your own administration, including paperwork and
filing


QUALIFICATION & EXPERIENCE
• A University Degree in Economics, Commerce, Social Sciences,
Business Administration or it’s equivalent
• A professional qualification in CIPS is an added advantage.
• Experience in administration at a management level
• Experience in internal control environment
• At least 2 years experience in administration preferably with an
international NGO
• Good computer knowledge with specific command of Microsoft Office
packages
• High level of motivation and basic knowledge of relief work.
• Good report writing skills.
• Good organizational skills and ability to work under minimum
supervision.
• Good communication skills (i.e. written and verbal communication)
• Ability to supervise and work effectively within a team environment.
• Ability to deal with people at all levels
• Ability to work effectively under pressure.


Note: Nothing in the job description restricts management’s right to
assign or reassign duties and responsibilities to this job at any
time.

PLAN MAINTAINS A ZERO TOLERANCE POLICY AGAINST FRAUD

An application letter with CV should be sent to the Human Resources
Administrator at the Plan Office, Juba Hai Malakal or hr.ssn@plan-
international.org by 12th Feb 2010
Only selected candidates will be contacted for an interview. FEMALE
CANDIDATES ARE HIGHLY ENCOURAGED TO APPLY

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