Operations 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.

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

Provide the required operational support to PA team members enabling them to trigger positive changes in the lives of marginalized children and communities, while ensuring that Plan Egypt’s operations policies (SCOM) are understood, applied and adhered to by the team members. Through working in tandem with the PAs’ leadership team, the OP retains final accountability for timely and quality delivery of the requested services contributing to the recognition of Plan Egypt as a fair, accountable and transparent organization.

Scope

• The role support for SAP/YODA Procurement functional queries and issue handling, working closely with the Supply Chain Systems and Standards Lead to provide workable solutions for users. The role will support the integration of current business processes for Logistics with a specific focus on Tracpoint.
• Establish a proper office administration in line with Plan International policies and procedures.
• Ensure proper maintenance of Country Office premises, and establish a user-friendly working environment for staff.
• Effectively and professionally manage international travels.
• Provide support to staff to organize meetings
• Facilitate International Staff’s stay in Egypt
• Supervise and manage a motivated Administration Support Staff and other outsourced staff.
• Ensure effective implementation of Plan International’s Policy and procedures on management of vehicles & Issue a monthly country report on fuel consumption
• Contribute to preparation of quarterly and annual logistics related reports
• Contribute to cost-efficient logistics

Accountabilities:

• Handle the petty cash requests as per Plan’s policy and procedures. 
• Contribute and ensure quality implementation of Plan Egypt’s Supply Chain, People nd Culture and security policies ensuring that the relevant PAs team member fully understand and committed to their implementation.
• Coordinate the medical services provided to the team members within the PAs with the service provide ensuring that the services are afforded with quality.
• Team up with the PAs leadership team in developing the annual plan for the PAs.
• Participate in the induction plan for the newly hired staff ensuring their adequate understanding of and commitment to Plan’s policies and in particular security, HR and procurement ones.
• Assist in translating the required documents as and when required.
• Coordinate with employees to manage the scheduling of drivers ensuring that transportation is available for members of the PAs within the policies and procedures.
•  Provide logistics services during meetings, visits and workshops for the PAs.
• Coordinate the vehicle periodic maintenance as well reactive maintenance to ensure that vehicles are readily available for service within the PAs
• Supervise the office cleaning and security.
• Responsible for coordinating procurement planning and committed to receive purchase requisition forms matching with what is included at procurement plan.
• Understand and apply procurement procedures relevant to its level.
• Ensure that pre-qualified suppliers and Consultancy firms are registered at systems in accordance with applicable procedures.
• Responsible for Fleet by reporting and monitoring input data in TrackPoint (fuel, maintenance, incidents.
• Responsible for Plan Asset, through physical asset receipt in quality and quantity, asset tagging, asset recording, manage receipt documentation, reporting, receipt discrepancies).
• Prepare quarterly reports to submit to Country office (Logistic report – security report – travel data report – procurement report – fixed assets reports)
• Process all admin related transactions into SAP concerning procurement, registering new suppliers, registering part-time staff, and extracting relevant reports.
• Conduct visits to newly registered suppliers and brief them on Plan policies,
• Participate in the annual assessment of suppliers and service providers.
• Manage recruitment and termination processes within the area in accordance with Social Insurance and labor office procedures.
• Manage premises lease contracts, in addition to insurance of premises and assets.

Budget management and asset management

• Lead the development of the Admin-PO budget within the PAs and ensuring their adherence to the requirements of the SAP.
• Ensure that all admin related transactions within the PAs are processed into SAP and with the maximum level of quality. 
• Work together with the program team within the PAs in developing the budget for potential grants ensuring that operational aspect of Plan Egypt’s cost recovery policy is committed to and included. 
• Report regularly to the Program Area Manager on the actual admin expenditure against the planned and with the appropriate justification for the variance if and when required.
• Ensure that Plan’s assets are well managed by the PAs team members and in tandem with the approved policies.
• Report to the PAM on the implementation of the global assurance’s admin recommendations ensuring that the necessary strategies are in place to mitigate the identified risks.   

Security

• Support the PAM / SSM / HoO and the Security Review Team at her / his PAs n the oversight of security management at the PAs level.
• Assist in the promotion of sound security practices at the PAs level.
• Maintain the key security management skills.
• Collect and share the security information / safety tips of her/his PAs.
• Update the security tree and WhatsApp group when needed.
• Update the required security document when needed for example (SRAs / SOPs / other document when needed) and arrange the security meeting with the SRT when needed.
• Assure the staff of the PAs is aware, understand and  follow the SOPs of PiE / other safety and security document.
• Supervise, monitor and evaluate the security guard performance of the PAs.
• Use and guide the PAs staff to use the on-line incident report when needed (CAMMS / Safe Call).
• Update the first aid kits items in the office and Plan vehicles.
• Manage the regular maintenance of the safety and security items at the office like the fire-extinguishers, watching cameras
• Prepare the annual security budget as the PAs’ needs.
• Any other needed safety and security activities and actions.

People Management

• Contribute to the development of the PAs’ drivers and janitors by setting individual objectives and providing feedback of performance versus objectives to maximize levels of individual performance.
• Assist in building up the capacity of Plan Egypt drivers, janitors and local partners on the relevant policies and in particular procurement, security, child safeguarding.
• Provide guidance and support to subordinates ensuring that the drivers and janitors are equipped with the necessary resources, tools, skills and supported to bring this into their day to day performance. 
• Develop the required actions to keep the PAs’ drivers and janitors informed of, motivated and committed to the changes within Plan Egypt and international as well.
• Participate in the development of the necessary strategies to nurture a performance culture within the PAs and in line with Plan Egypt’s approved HR policies and procedures.
• Act as focal point between PAs staff and private medical provider.
• Deal with labor offices and social insurance offices.
• Prepare overtime & timesheets for drivers and janitors.
• Responsible for tracking monthly leave balances for PAs staff.

Partnership

• Ensure Conducting due diligence on partners pre-selection phase and provide recommendation on partners selection.
• Lead the capacity building plans for the local partners on Plan’s operational policies in collaboration with the Operations Coordinator at the and the CO-Operations Dep. as well.
• Provide technical support on Logistics to partners based on the capacity plan in place;
• In coordination with the Localization Advisor and the SC and Security Manager, provide capacity building on Logistics to partners.
• Responsible for Plan Asset purchased by Partners by updating the asset register.

Risk Management

• Responsible for participating in the identification, assessment and control of risks and reporting any incidents or concerns regarding risks or the control environment; 
• Ensure compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.” 

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Leads the orientation of logistics staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in the day-to-day work of logistics team in the PA;
• Ensures that Plan Egypt contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 

Please click here to view and download the JD

Location: Greater Cairo Office in Maadi.

Type of Role: One year fixed term contract.

Reports to: GC& Delta Operations Coordinator

Closing Date: 22/01/2025

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.