Operations Assistant

Operations Assistant

Functional Area: Operations
Reports to: Logistics & Procurement Coordinator
Location: Janakpur, Dhanusha
Location: Regional Office – East
Travel required: Low
Grade: B

Type: Open to female applicants only; Fixed Term Employment of 2 years from date of employment), based in Regional Office East, Janakpur

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organization that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters and partners in over 75 countries. Our programs are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as legacy.

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalized children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International has worked in 42 districts in Nepal since 1978.

Plan International strives for a just world that advances children’s rights and equality for girls. Our ambition from now to 2027 is to see All Girls Standing Strong Creating Global Change.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.

ROLE PURPOSE

This role will support Plan International Nepal’s Regional Office to ensure Admin, Logistics and Procurement activities are in line with organizational objectives complying with the policies and procedures.

Description

DIMENSIONS OF THE ROLE

The Operations Assistant is responsible for supporting the existing operations team to carry out with Administrative and procurement functions within Plan Nepal’s country program. Whilst the responsibilities below cover the main aspects of the role, this may change due to the evolving situation and it is not limited to all listed below.

Reports to: Logistics & Procurement Coordinator

Budget Accountability: NA
Number of direct reports: NA

External relationships and representation: Suppliers/Vendors/Consultants/Government Offices

ACCOUNTABILITIES

Front Desk Administration (Reception)

• Professionally handle all incoming and outgoing telephone calls ensuring clear and effective communication.
• Receive visitors, screen their appointments and direct to concerned staff as advised.
• Receive mail and documents, forward (without opening the contents) to the concerned persons, and other organizations after proper written record.
• Maintain confidentiality of the sensitive information received and direct it to respective head of office at regional office.
• Receive Sponsor Gift, Maintain and update a log book (Tracking System) of incoming and outgoing sponsor gifts received from Country Office.

Cash Fund Transactions

•  Manage cash fund transactions and accurately maintain record of expenditures and cash balance on a daily basis.
• Process for cash fund replenishment when the expenditure exceeds prescribed limit.
• Ensure payment requests are approved by concerned authority and has supporting documents before releasing payment out of cash fund.
• Ensure cash fund is kept safely and used for official transactions only.
• Promptly issue ORF for cash refund to Plan, made by staff or external parties and hand over the cash to Finance for Bank deposit.

Utility and General administration

•  Ensure regular payment of utility bills, i.e. Electricity, Water, gas, telephone and gasoline etc.
• Prepare monthly report on use of utilities.
•  Ensure proper filing of Operation related documents.
• Ensure Kitchen and Toiletries supplies are well stocked and available in office and maintain its record.
•  Organize regular servicing/repairs of office building including water supplies, sewerage, electricity supplies and check quality of services of the maintenance work of Regional Office.
•  Prepare online GRN and offline GSRN of all the procurement transactions.

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.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

• Minimum of 2 years work experience in Administration, Procurement and Logistics.
•  Bachelor’s Degree in Business, Management.
• Experience in handling logistics and procurement.
• Fluency in English written and spoken.
• Knowledgeable in Microsoft word and excel application

Desirable

• Effective communication skills, both in written and verbal forms in order to establish effective relationships with a wide range of audiences, including at a geographical distance.
• Training in supply chain / logistics / procurement are an added advantage.
• Ability to think and act fast.
• Strong sense of urgency and work ethic.
• Resourceful and focuses on the solution rather than the problem.
• Working knowledge of SAP ERP.
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner.
• Demonstrable understanding of, and commitment to, equal opportunities, gender and diversity.

Required competencies

• Good interpersonal skills and team player.
• Highly motivated and flexible.
•  Capable of creating clear goals that are consistent with the organization’s objectives.
• Adjust priorities as required; allocates appropriate amount of time and resources to assigned tasks.
• Ability To provide and receive virtual support for efficient administration.
• Ability to take and receive feedback.

Skills

• Ability to see the big picture
• Adaptability
• Calm under pressure
• Effective problem-solving skills
• Honesty
• Continually seeking improvement
•  Able to manage and release stress

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 maximise 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.

PHYSICAL ENVIRONMENT

• The position is based in Plan International Nepal Country Office with very less travel to project districts, municipalities and community as required.

LEVEL OF CONTACT WITH CHILDREN

• High level: Frequent interaction with children
• Medium Level: Medium interaction with children
• Low Level: Less interaction with children

Application Deadline: Sunday, 21st January 2024

Source: Kantipur Dainik, 9 January, 2024