Office Coordinator at Plan International

Typical Responsibilities - Key End Results of Position
1. Fleet Management

• Provide support and direction to the drivers and ensure that they are executed in line with organizational guidelines; providing all information as required to KCO Fleet Coordinator/Head Driver.
• Maintain and update all required records and paperwork for vehicles and drivers.
• Manage fuel and maintenance contracts as needed.
• Ensure that planned preventative maintenance is carried out to a high standard with minimum disruption to program activities.
• Ensure that all drivers are briefed on and adhere to organizational policies and procedures.

2. Asset Management

• Ensure that the asset register is well maintained
• Ensure that all assets have been issued a unique identification number and tracked on a central asset register, maintained at the Country Office
• Regularly update the asset register whenever transfers, disposal, loss, changes in condition and procurement take place with details of that transfer, disposal etc.
• Coordinate a full physical verification of the asset register at least once a year to verify that the assets are in place and ascertain their condition.
• Ensure that the users of general program equipment and assets are briefed/trained on how to operate and care for the equipment correctly
• Ensure that general program equipment and assets are kept in good condition, serviced as required and when necessary, promptly repaired in compliance with any existing warranty
• Report to the Management on the condition of equipment and any discrepancies if found

3. Warehousing/Storage Management

• Manage the transport and warehousing/and or storage contract if and when needed
• Ensure that all incoming and outgoing stock is controlled according to organizational procedures and that all appropriate paperwork is in place.
• Ensure that all program documentation related to warehousing or storage and those used in distributing items is properly filed and is in order
• Make proper arrangements for receiving and dispatching commodities
• Submit monthly stock reports to the programs department and/or designated program managers
• Ensure that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to management.
• Ensure that stocks are stored in appropriate conditions according to their specific requirements and that Office Assistants are briefed on this.
• Ensure that all incoming and outgoing stock targeted for beneficiary distributions and programme use are captured into the system according to the policies and procedures.
• Authorize and approve stock movements that have been captured
• Ensure that stock and physical inventory are properly reconciled and are always balancing.

4. Property and Security

• Ensure that contracts, leases and other agreements are properly prepared and updated so as to meet organizational needs, include fair and reasonable commitments from service vendors, and comply with country government law.
• Serve as security focal point person for the Program Unit - staying up-to-date on security of the premises and alarm systems.
• Make sure that the premises are always clean, accessible and no hazardous material are left unattended.

5. Travel

• Responsible for all the travel arrangement within the Program Unit
• Maintain a database of all the travels and accommodation of all field staff and visitors
• Be the focal point for the travel agents and taxi to ensure that the Program Unit is given the best services and value for money
• Brief Management on any issues related to travel and suggest best practices

Educational Qualification and Experience

• Bachelor’s degree in Business Administration or related field
• 3-5 years’ experience of progressive responsibility in administration
• 2 years’ experience in managing a team
• Basic computer literacy – working with MS Office

Skills Specific to the Post

• People skills (communication, supervision, negotiation, influencing)
• Report writing skills

Competencies

• Takes initiative
• Takes responsibility
• Analytical ability
• Team orientation
• Problem solving
• Multi-tasking