Supply Chain Administrative Assistant

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

The Opportunity

Plan International seeks for a Suply Chain Administrative Assistant for Providing administrative and logistic support to Regional Office of Americas (ROA) Regional Team to facilitate their effective performance. KPIs, travel, accommodation and events management

 Key End Results

1. Efficient management of travels and events

• Construction and maintenance of a statistical database to predict and propose more financially advantageous variables (dates, venues, suppliers)
• Effective and efficient management of travel policy and event execution
• Creation and administration of Long-Term Agreements (LTAs) to ensure cost-efficient management of suppliers of goods and services
• Maintain an operational culture of managing, promoting, and recording savings
• Supporting on booking itineraries, creating travel requisitions, advance payments, tickets, transportation, accommodation, locally lodging reservations for ROAH staff (including colleagues based in Cos)
• Management of the travel schedule and of the team workshops.  (Logistics)
• Arranging / planning meetings and events required by ROA Hub (ROAH) staff (booking rooms, and coffee breaks)

2. Administrative support requirements

• Responsible in handling procurement process (SAP): Anti-terrorist screening requisition, Purchase requisition, Purchase Orders, process of quotations and elaboration of contracts for ROAH staff
• Supporting in the process of selection and hiring consultants according to the administrative procedures.  Elaborate contracts and follow up approvals / signatures
• Handling Translation services for documents required by ROAH Staff
• Logistical / administrative support to the team to hire and manage external consultants of programs and ROAH staff.
• Efficient management of supply chain KPIs associated with ROAH all staff expenses.
• Coordination of messaging and courier delivery.
• Petty Cash management
• Call receptions at regional office.
• Purchases of office supplies, cafeteria items, office equipment (laptops and phones) for ROAH Staff.

3. Regional virtual meetings.  (Programs network, program team and other virtual meetings

4. Ensure accountability for the management of Supply Chain (SC)/Pamoja KPIs for regional office purchasing transactions

• Cost Benefits: Cost benefits from SC in EURO/Ratio of total spend
• Procurement Efficiency: % spend under LTA (by value)
• Procurement Planned: Planned vs unplanned procurement (by value)
• Fleet Utilisation: % use of vehicles by days (utilisation)
• Supply Chain Assessment Implementation: % tasks completed from Supply Chain Assessment Tool (SCAT) Action Plan

5. Support to Head of the area

• Maintaining and updating Head of gender transformative programming and influencing (GTPI) Files.
• Coordinating the logistics for Head of GTPI trips.
• Handling Translation services for documents required by Head of GTPI.
• Handing and processing reimbursements of Head of GTPI.

The Individual

Essential

• At least 3 years of proven experience as an Administrative Assistant
• High School degree; additional qualification as an Administrative Assistant
• Knowledge of office administrator responsibilities, systems and procedures
• Hands on experience with office machines (e.g. printers)
• Familiarity with email scheduling tools, like Teams.
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Organizational and planning skills in a fast-paced environment
• Advance level of English domain
• Proficiency in Excel, SAP and Power Bi

Desirable

• Outstanding IT skills

Location: Panamá

Reports to: Supply Chain Regional Manager

Permanent Contract

Closing Date: 16th  February, 2026

Click for full profile:  JD Suply Chain Administrative Assistant_Nov2025.docx

References will be taken and background and anti-terrorism will be carried out in conformity with Plan International Child Protection Policy.  Plan International operates an open opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.