Administrative Officer

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.

Role PURPOSE

The primary purpose of this role is to support for smooth functioning of the office and administrative functions at the Plan Romania office in Bucharest. Reporting to the Head of Mission, S/he will be responsible for effective office management, HR Support, cash fund transactions, air ticketing, accommodation and event support, maintenance & repair and general administrative support at the country office and at the staff housing location.

The position is only for the Romania nationality.

Dimensions of the Role

Budget held:   N/A

Number of direct reports:  None

Key stakeholder groups:

Internal

• Plan Romania Staff
• Ukraine Response Head of Finance & Operations
• Ukraine Response Logistics & Procurement Manager
• Head of HR & OD, Ukraine Response Hub
• Head of Ukraine Response Operations
• Plan Poland, Moldova and Ukraine Response country and Hub staff

External

• Vendors and service providers

Accountabilities

Office Administration   

• Receive visitors, screen their appointments and direct to concerned staff as advised
• Receive and send mail and parcels when needed
• Oversight and monitor the management of staff and visitor office access cards at Impact Hub
• Support Plan Romania staff with printing, copying and scanning
• Maintain inventory of office assets and consumable supplies
• Update the roster for regular office suppliers and service providers

General Logistics

• Ensure invoices are received from vendors and follow up with Plan Accounts Payable on vendor payments
• Collect quotes for and purchase office supplies or other materials or services needed by staff
• Administer courier services
• Support English-speaking staff with Romanian to English translations when language barriers are an operational challenge
• Maintain procurement tracker and update the progress on weekly basis.

Travel arrangements (domestic)

• Support staff in booking domestic travel in Romania (air, train, car) for project site visits
• Maintain roster for regular service providers travel agencies, airlines and transport/vehicle companies)
• Maintain deployment tracker and ensure Terms of Reference are received before travel and that Trip reports are received after travel

Accommodation & Event Support

• Provide logistics Support for timely implementation & delivery of programme activities
• Arrange accommodation (hotel or apartment) booking for official visitors
• Arrange venue/hall booking and catering for official events, workshops and meetings

Human Resource Management 

Payroll Administration

• Collect and compile all pay roll related information and data and file correctly every month such as – over time details, leaver and joiners, acting-ship, hardship allowances , insurance etc.
• Work with payroll provider to support to Payroll preparation of Plan International Staff.
• Prepare the Overtime tracker on monthly and annual basis.
• Prepare Salary Change documentation, supporting documents, any adjustment note 

Maintaining updated Leave record  

• Compile Plan International staff leave records.
• Maintain and ensure proper documentation and approval for leaves of other category as per HR Policy.

Support HR Administration Functions

• Follow up with new joiners for their bank account openings.
• Review Internal Regulations and arrange medical clearance appointments for newly recruited staff
• Print staff IDs for new staff 
• Maintain strong documentation and filing system, Disseminate HR information, Policy Memos and other relevant communication to the concerned staff
• Ensure that all new staff contracts or extension/renewal are managed within the required time frame (before the joining date or end date). 
• Work with IT to set up new usernames and passwords for new staff

Ensure Plan International’s CPP and GEI policies

1. Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with 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 in accordance with the appropriate procedures.

Technical expertise, skills and knowledge

Qualifications, Knowledge and Experience

• Intermediate computer skills in Microsoft Office programs: Word, Excel, PowerPoint etc.
• Basic knowledge of office administration and good practices in accounting
• Communicating both one to one and in groups in writing, verbally, presentations and reports, in English and Romanian
• Negotiation Skills
• Ability to work under tight deadline.

Location: Bucharest

Type of Role: Full-time

Reports to: Head of Mission

Closing Date: 23-June-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.