🇸🇱 Job Vacancy @ Plan International – Administration Manager

Plan International Sierra Leone

Job Announcement (1 position for nationals only) 

24-01-2023 Administration Manager

Plan International is an independent non-profit development and humanitarian organization 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 is 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 75 years, and are now active in more than 70 countries.

We are currently seeking to recruit:

Title:                Administration Manager

Grade: E

Location:         Country Office

Reports to:      Head of Operations

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

2. 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

3. 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

4. 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.

5. 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 

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

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

Applications: 

The last date for submission of Application (CV and cover letter) is: 4th February 2023 by 5:00 pm

Your application should include:
·         A cover letter
·         A comprehensive CV including details of two referees, one of whom should be your current of 

           most recent supervisor Send applications to the below link:

 [email protected]

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.