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Administration Manager

Date: 24-Jan-2023

Location: Freetown, Sierra Leone

Company: Plan International

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 this is often suppressed by poverty, violence, exclusion and discrimination. And it’s 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 85 years, and are now active in more than 80 countries.

Plan International Sierra Leone is seeking to recruit top-notch professional to fulfil the position of Administration Manager (national position) based in Freetown to deliver the tasks outlined below:

 

SUMMARY OF THE POSITION

This role is needed to provide management, leadership and strategic direction for the Admin function within Sierra Leone according to Plan’s global principles, policies, global standards as well as best practices while taking cognizant of the local environment and business needs in line/engaging with the Country Strategy linking up to the Plan International Global strategy.

 

(S)he will be responsible for overseeing all administrative aspects of activities supporting Plan International Sierra Leone’s programs and ensuring Plan’s operating take place in a safe and secured environment. (S)he ensures all activities are done according to Plan’s laid down procedures and practices as prescribed in the Plan’s Operations Manual and comply with the agreement between Plan International Sierra Leone and the Government of Sierra Leone.

 

The Admin Manager is a member of the Extended Country Leadership Team (ECLT) of Plan International Sierra Leone.

 

DIMENSIONS OF ROLE

The Admin Manager will be responsible for the management and oversight of the administration function for the country operations including office administration. This position is responsible for ensuring the execution of the administrative departmental plan and adequate operational support for the country to implement a wide variety of programs and projects.

 

The Admin Manager is therefore responsible for efficient and effective organization and coordination of the administration teams ensuring planning and proactive front-end admin support to meet project needs and requirements

 

ACCOUNTABILITIES

  1. Ensure Plan’s facilities are in good order for Plan’s work
  • Ensure there is a sound mechanism for the regular, timely and effective maintenance of Plan premises;
  • Ensure that Plan’s office, compounds and housing are in good standard of management
  • Ensure that Plan has in place an adequate security system in its premises for staff, vehicles, equipment’s etc.
  • Supervise/facilitate conferences /workshops and visits arrangements.
  • Ensure that Plan International Sierra Leone’s facilities are covered by appropriate insurances and a monitoring mechanism exists to ensure damages are promptly repaired by the insurer.
  • Facilitate the annual insurance survey and submit quality report to the headquarters

 

  1. Nurture good relationships with the Government of Sierra Leone
  • Ensure that the Country Office adheres to all aspects of the Country Agreement between Plan and Sierra Leone Government
  • Ensure that required reports from Plan to Sierra Leone Government are sent in a timely manner.
  • Facilitate registration/renewal of registration with the Ministry of Planning and Economic Development
  •  Ensure Plan complies with all applicable laws and regulations in Sierra Leone
  • Ensure Plan maintains an appropriate registration, understands and complies with its requirements

 

  1. Ensure Plan International Sierra Leone’s administration supports quality program delivery
  • Engage in project proposal and design including project budgeting as well as providing input to project proposals on key admin aspects
  • Cascade admin-related organization policies and procedures to all administration staff while ensuring clear understanding and application at all times
  • Develop, review and implement specific administrative procedures
  • Review Standard Operating Procedures (SOPs) to provide institutional guidance on the areas of assignment 
  • Ensure Work Permit and resident ID of international staff are processed in line with the law of Sierra Leone
  • Collaborate with department heads and staff to ensure admin support is properly planned and timely delivered
  • Ensure periodic updates are provided to key stakeholders on their requests

 

  1. Provide administrative support, management of the Country Director’s office, and Executive Administration
  • Manage and maintain the Country Director’s travel planning and ensure logistic support as appropriate
  • Ensure that services requested in Country Director’s office/house are provided
  • Plan and update the annual schedule for Country Leadership Team meetings
  • Collect, compile and share staff travel data including NO, GH, Sponsors, and Media Crew visits with relevant parties.

 

  1. Develop and lead a competent and motivated administration team 
  • Human resource planning - Recruit, grow and retain staff.
  • Performance Management - Manage, motivate, develop and oversee the performance of staff in line with the organization’s systems, rules, and regulations for HR management including staff evaluation, training, and career planning.
  • Develop work plans for the team under supervision.
  • Monitor team performance and take actions when needed so that objectives are met (either continuously or on time when relevant),
  • Create a positive working environment in which continuous improvement, service-mindedness, transparency, and open communications are key values.
  • Supervise and manage the performance of staff including, coaching, mentoring, and capacity building.

 

KEY RELATIONSHIPS

Internal contacts

  • High contact Head of Operations as the direct supervisor
  • High contact with Programme Implementation and Influencing Managers
  • High contact with Finance and Supply Chain Departments
  • High contact with Program staff

 

External contacts

  • High contact with the Ministry of Planning and Economic Development

 

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Qualification and Experience:

Essential

  • Education/Professional Background:
  • B.A. degree in Logistic Management/ Business Administration, Procurement or related field of studies and at least 3 years’ work experience.
  • Ability to respond/manage multiple demands from various units/departments
  • Able to work in a team and independently
  • Planning and organisation skills on short and long-term frames
  • Decision making and analytical skills
  • Solutions orientated focused on program outcomes
  • Experience in preparing and submitting business cases
  • Attention to detail and problem solver—able to think out of the box
  • Able to keep the big picture in mind
  • Able to give clear direction and manage competing priorities
  • Situational leadership skills including being able to lead by example
  • Communication skills
  • Remains calm and positive under pressure and in difficult situations
  • Aware of impact on others and adjusting own behaviour accordingly

 

PHYSICAL ENVIRONMENT

Typical office environment

 

LEVEL OF CONTACT WITH CHILDREN

Occasional interaction with children.

 

GENERAL ACCOUNTABILITY

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.

 

Ensure staff understands Plan International’s commitment to driving a feminist agenda within the organization, and the ambition for gender equality and gender transformative leadership is embedded in our value-based leadership framework.

 

Plan International’s Values

https://plan-international.org/about-us/careers-plan-international/our-values-work

 

To apply for this job, kindly click on "Apply" Your application should include: 

  • A cover letter
  • A comprehensive CV including details of two referees, one of whom should be your current or most recent supervisor
                 

Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plan International’s Safeguarding Children and Young People’s Policy.

 

Plan International follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

 

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

Location:           Country Office/ Freetown

Type of Role:     Administration Manager

Reports to:         Head of Operations

Grade:                E

Closing Date:    4th February 2023

 

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.