Upper Egypt Operations Coordinator

The Organisation

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 know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. 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.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

Plan started working in Egypt in 1981 and has a presence in ten of the 27 governorates in which the country including Cairo, Alexandria, Giza, Beheira, Kalyoubia, Damietta, Qena, Assuit and Sohag. Plan international Egypt implements programmes designed to enable communities to improve the lives of the most marginalised children and their families. Plan Egypt’s Country Strategy focuses on five strategic objectives.

Through a five-interconnected, gender transformative and context-fit country objectives, PIE intends along with the various stakeholders at all levels to continue delivering positive and transformative changes so that “Children, especially girls, and young people grow up in an enabling environment, realizing their rights and contributing in both development and humanitarian settings as active agents of change”.

 Purpose

The Operations Coordinator will be responsible for making timely and cost-effective buying decisions that secure value for money to the client business entities through working in tandem with the project teams.  The role provides overall coordination for procurement transactional activities in compliance with Plan’s global policies, best practices, local regulations and business needs. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

The role will act as a focal point for security and People and Culture – coordinating with the CO function lead on key actions.

Scope

• Team up with the CO-Operations Department in developing the overall procurement strategy for Plan Egypt and lead its rollout at the level in full compliance with the relevant polices. 
• Contribute significantly to the implementation of Plan Egypt’s procurement, HR and security policies ensuring that the relevant team member fully understand and committed to their implementation. 
• Work together with the PA-operations Officers in conducting the requested services for the Program Area/ Units such as third liability, insurances and fixed assets control. 
• Ensure that all operations related transactions within the are processed into SAP and with the maximum level of quality. 
• Work together with the operations officers in the program units in coordinating the vehicle periodic maintenance as well reactive maintenance to ensure that vehicles are readily available for service within the area.
• Assist in building up the capacity of Plan Egypt drivers, janitors and local partners on the relevant policies and in particular procurement, security, child protection. 
• Team up with Plan Egypt HR dep. in ensuring that Plan Egypt is well positioned while dealing with the Labor Office and Insurance Authorities in the respective governorates

Accountabilities:

Supply Chain Planning and Management

• Analyse and consolidate requisitions for purchasing in accordance with Plan policies and procedures.
• Consolidate Procurement Plans submitted by Project staff for effective program implementation
• Liaise with suppliers and Purchase committee and ensure there is an approved pre-qualified suppliers’ list in use.
• In collaboration with the Supply Chain and Security Manager and Purchase committee, compile an updated pre-qualified suppliers list and submit to Supply Chain and Security Manager for signoff.

• Guarantee adequate procurement transactions and accurate supporting documentation.
• Adding all the procurement transaction on the Procurement tracker for follow up and reporting purposes
• Keep monitor on the Consolidated procurement Plan to ensure timely delivery of services and goods based on quality and value for money.
• Support and facilitate the roles related to the internal/ external audits/ reviews processes in terms of Operations/ Supply Chain processes review.
• Team up with the CO-Operations Department in developing the overall procurement strategy for Plan Egypt and lead its rollout at the ASSUIT, QENA, SOHAG & ASWAN ’s level in full compliance with the relevant polices.
• Comply with Plan policies and procedures on procurement, storage, inventory, distribution and receipt of all Plan materials/goods.
• Prepare tender documents, requests for information, delivery costs and items;
• Monitor the compliance of the organizational policies and procedures as far as supply chain functions are concerned. These will include, fleet management policies, procurement policies and procedures, asset management policies, etc
• Frequently carry out a market scan to review the prices for goods and services and to ensure that the Program Area is continuously getting value for money from the pre-qualified suppliers.
• To continuously research on the alternatives to save money on procurement or improve delivery of necessary goods and equipment’s.
• Provide support to implementation partners on procurement and logistics processes.
• Participate in the assessment processes and the building up the capacities of Plan Egypt local partners on the relevant policies and in particular procurement, security, Children safeguarding polices ensuring that the necessary strategies are in place to mitigate the identified risks.    
• Participate in the Supply Chain forums/ meetings led regionally and globally by Plan International.
• Participate in raising the Supply Chain reports which are submitted periodically internally
• Participate in the Kick-off and closure meetings for newly and ended grants/projects on UE PAs levels

Procurement Process Management

• Develop and monitor the purchase tracker and procurement processes to facilitate effective delivery of Plan’s objectives.
• Update and share the purchase tracking report with the PA and Procurement, Logistics and Security Manager at CO level, and other users as per agreed standards.
• Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary.
• Follow up and ensures that all outstanding purchase orders are delivered by the due date.
• Conduct regular cleansing for the POs that are not completed on SAP.
• Ensure that all procurement transactions within the area  are processed into SAP/ or YODA and with the maximum level of quality. 
• Keep the LTA/STA reports updated regularly with the newly signed contracts and the ended ones.

People and Culture Handling

• Prepare the induction plan for the newly hired staff ensuring their adequate understanding of and commitment to Plan’s policies and in particular security, SC and supply chain ones. 
• Maintain records for Personnel files and staff Contracts of Upper Egypt staff and ensure regular updates where necessary.
• Coordinate with CO-HR team on the insurance and labour authorities required forms and being prepared for any audits/ or spots either internal or external.
• Team up with Plan Egypt P&C dep. in ensuring that Plan Egypt is well positioned while dealing with the Labour Office and Insurance Authorities in the respective governorates. 

Facility and Safety Management

• Responsible for the proper functioning and operation of technical installations (water, electricity, drainage). Includes the proper and smooth running of the office equipment’s, including back-up power; voice- and data, printers, etc. Ask for IT technical support where necessary
• Guarantee that all plan premises are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
• Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents;
• Conduct Security Brief/ inductions for the visitors of Upper Egypt Program Units and ensure their full understanding to the context in the communities.
• Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc) and ensures their proper implementation.
• Maintain the safety of the office at all times by putting measures to mitigate against theft, or threat to office security.
• Updating the required security document and reports when needed (SRAs / SOPs/ Security Trees/ Security WhatsApp Group) and arrange the security meeting with the SRT when needed.

Partnership

• Ensure Conducting due diligence on partners pre-selection phase and provide recommendation on partners selection.
• Provide technical support on Supply Chain to partners based on the capacity plan in place;

In coordination with the Partnership Officer, provide Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded per 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 per the appropriate procedures

Please click here to view and download the JD

Location: Assuit, Upper Egypt Area.

Type of Role: One year fixed term contract.

Reports to: Supply Chain and Security Manager

Closing Date: 30/12/2024

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.