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Adminstration Manager

Date: 07-Jun-2021

Location: Maadi, Egypt

Company: Plan International

The Organization

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 80 years, and are now active in more than 70 countries.

Please see https://plan-international.org/organisation/strategy for Plan international strategy

Plan started working in Egypt in 1981 and has a presence in ten of the 27 governorates in which the country is divided: two urban (Cairo and Alexandria) and five rural (Giza, Cairo, Beheira, Kalyoubia, Damietta, Qena, Assuit and Sohag). Plan Egypt’s work focuses on child rights, implementing 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 listed below: 

  1. Improve the quality of early childhood care & education;
  2. Promote economic empowerment of vulnerable young men & women;
  3. Facilitate girls in realising their full potential in an enabling and gender responsive environment that protects them from all forms of abuse, neglect, exploitation and violence;
  4. Support adolescents and young people, particularly girls to become active drivers of change and lead the way towards more equitable and inclusive societies;
  5. Promote adolescents and young people, particularly girls to be empowered to take informed decisions about their sexual and reproductive health and live free from gender-based violence 

The Opportunity

Reporting to the Head of Operations, the Administration Manager (AM) provides strategic leadership and management to the Operations team in the Country Office.  The AM is a permanent member of the Operations Management Team (OMT) and is accountable for ensuring timely and quality delivery of all procurement, logistics, travel and administration support for the country office.  The AM will also ensure the maintenance of open and constructive working relationships with other CO departments, including programmes, HR and Finance.

Responsibilities include:

  • Ensure timely and quality administration support to all programme activities, including through procurement, logistics and travel and associated administration needs;
  • Ensure full adherence to the Plan Egypt Operations Manual and ensure that this remains aligned with global policies and procedures;
  • Engage effectively with the programme and finance teams to ensure timely procurement support is provided for all major grant startups, including for both services and goods;
  • Lead continual review of external service providers as a measure to improve competitiveness of procurement contracts and quality of goods and services delivered;
  • Lead capacity building support and training for national partners in all aspects of Administration, working in tandem with the Programme Areas;
  • Provide matrix management support and mentoring to the Administration support functions in the programme areas;
  • Engage with stakeholders in the regional office on all Administration matters and ensure timely submission of all corporate reporting requirements.

Typical Responsibilities - Key End Results of Position:

  • Lead the annual planning and budgeting process for the Administration Department and ensure timely and quality submission of all required deliverables;
  • Ensure the Administration department supports the quality translation of documents into Arabic as needed;
  • Administration Departments ensures adequate facilities management for the Country Office and engage with external suppliers and service providers for facilities upgrades where needed;
  • Ensure point of control for all travel associated costs and ensure that all grant related travel costs are charged to grants in the first instance;
  • Administration Department to ensure adequate and safe vehicle fleet management for all vehicles under country office control
  • Provide technical and material support for startup of all new programming and office locations as required.

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.
  • Ensures that all staff in the unit/function/department 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 day to day work.
  • 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.

Leadership and Business Management Competencies 

Leadership Competencies 

  • Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.
  • Set high standards for self and others' behavior, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
  • Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
  • Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
  • Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
  • Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
  • Accept change and support others in adjusting to it, helping them understand.

Business Management Competencies 

  • Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
  • Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full 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
  • Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
  • Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

 

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

  • Education at BA Degree level or equivalent study in fields such as Supply Chain Management/ Logistic Management/ Business Administration or related field of studies.
  • 5-7 years relevant work experience out of which 3 (three) years on a managerial position

Essential Skills

  • Planning and organisation skills on short and long time frames
  • Strong negotiating, facilitating and influencing skills
  • Strong decision making skills
  • Strong analytical and problem solving skills
  • Communicates clearly and effectively
  • Strong team-building and motivational skills
  • Networking and partnership development skills
  • Strong interpersonal and public relation skills
  • Strong time management skills
  • Proficient in computer skills and use of relevant software and other applications
  • Knowledge of an ERP system
  • Strong technical skills in supply chain, and knowledge and experience of project management
  • Solutions orientated focused on programme outcomes
  • Budget skills including effective use of resources
  • Influencing skills and ability to provide attention to detail.

Behaviours (Plan International’s Values in Practice)

We are open and accountable

  • Promotes a culture of openness and transparency, including with sponsors and donors.
  • Holds self and others accountable to achieve the highest standards of integrity.
  • Consistent and fair in the treatment of people.
  • Open about mistakes and keen to learn from them.
  • Accountable for ensuring we are a safe organization for all children, girls & young people.

We strive for lasting impact

  • Articulates a clear purpose for staff and sets high expectations.
  • Creates a climate of continuous improvement, open to challenge and new ideas.
  • Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
  • Evidence-based and evaluates effectiveness.

We work well together

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  • Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  • Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children.

Level of Contact With Children 

  • Low contact: No contact or very low frequency of interaction

Physical Environment

  • The position is typical office environment

Type of Role: One year fixed term contract

Location: Country office - Maadi

Reports to: Head of Operations

Closing Date: 21st of June 2021

 

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

Female candidates are highly encouraged to apply

Please note that only applications and CVs written in English will be accepted.

A range of pre-employment checks will be undertaken in conformity with Plan International's Child Protection Policy.

As an international child centered community development organization, Plan International is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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 organization, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. 

Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

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.