Plan International ( May 2024) : Open Jobs/Vacancies

THE ROLE  

• Plan International is planning to set-up Field office in Turkana County to support both the host and the refugee population through multi-sectoral response with a focus on food and livelihoods security, WASH, Education in Emergencies and protection. We are looking for a reliable project driver based in Turkana to assist the Plan International  with all transport-related duties.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES 

Transportation (50%) 

• Safe, efficient, timely and well-coordinated transportation of staff and designated people to all areas as instructed.
• Safe, efficient and timely transportation of goods to required points as directed
• Ensure that Plan International assets are safeguarded in the vehicle at all the time
•  Maintain an updated vehicle log book that keeps track of vehicle usage
• Provide timely and efficient execution of office errands for smooth operation of project communications and logistics
• Maintain, in all circumstances highest level of conduct on the road as well as drive with due care at all times and with consideration for other road users and pedestrians.

Maintenance (30%) 

• Ensure a well maintained (and clean) vehicle to avoid breakdowns and ensure the comfort of the passengers
• Ensure that the vehicle is well equipped with valid first aid kit, working safety belts, fire extinguisher, valid local licences and inspection certificates etc.
• Refuel vehicle using an approved fuel voucher/fuel card and keep updated vehicle log sheet
• Ensure that the vehicle is safely parked at designated place at the end of each working day not later than 6 pm
• Immediate reporting of incidents and accidents involving Plan International vehicles to the immediate supervisor

Compliance 10% 

• Comply with transport and other corporate policies to ensure efficiency and harmony with other departments/government
• Maintain valid driving licence and produce when required
• Promotes and abides by Plan International policies and procedures including but not limited to: Safe guarding children and young people Policy; Code of Conduct and the related mandatory reporting responsibilities.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%) 

• 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.
• Leads the orientation of programme staff to ensure that they 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 project design, during implementation and as principles applied in day-to-day work of Programme team;
• Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Others (5%)  

• Any other assigned duty by the supervisor

LEADERSHIP COMPETENCIES 

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
• Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners.
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being proactive in continuing technical and professional development

BUSINESS MANAGEMENT COMPETENCIES 

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and Kenya strategy.
• Understands 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.
• Managing activities and resources including skills in day to day planning and organising work plan in line with programme assignments.
• Managing information communication skills, both speaking and writing, and digital working, including personal digital skills.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE 

Qualifications/ experience essential:  

• O level certificate holder
• Minimum 5 years driving experience in a busy working environment
• Valid driving licence – Class B, C & E.
• Basic mechanic skills (Grade 3)
• Valid certificate of good conduct
• Fluent in English and Kiswahili

Qualifications/ experience desirable:  

• Defensive driving training

Languages required:

• Excellent written and verbal communication skills in English and Kiswahili.
• Knowledge of one or more of the local languages is an added advantage

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES 

Front Office Management (30%) 

• Act as the first point of contact for all incoming visitors and the organisation switchboard and refer these to relevant department or staff members.
• Responsible for opening, closing and monitoring access to the office, using the installed security system at the main door.
• Responsible for timely payment of all utility bills.
• In liaison with the Supply Chain department, ensure annual renewal of all relevant county government permits.
• Manage incoming, outgoing mails and parcels while ensuring proper records are maintained for tracking purposes.
• Management of office petty cash float and adherence to set expenditure guidelines
• Ensure all administration related documents are properly filled.

 Administration: (20%) 

• Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations,
• Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the Plan office.
• Develop and maintain administration systems, maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement.
• Coordinate Plan office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover.
• Responsible for coordinating travel for Plan office staff, volunteers and visitors by making relevant travel arrangements.
•  Responsible for ensuring that Plan travel policies and procedures are well understood and followed at Plan Office.
• Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.

Procurement, Warehousing and Assets Management (20%)  

• Responsible for management of warehouse and stock movement, ensuring all the staff responsible sign against all stock issued and proper records are maintained.
• Produce timely and accurate logistics reporting to the Program Unit Manager. Oversee the office stores management, asset/inventory control.
• Maintain an updated Plan office asset register including safe custody of all organisations’ assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes.
• Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.);
• Process payment as applicable and ensure documentation is submitted to Finance in a timely manner
• Keep proper and an up to date filing system for all procurement documents;
• Update and share the weekly procurement tracker.

Financial Responsibility (10%) 

• Make payments for administrative support expenditures in accordance with Plan policies and procedures
• Manage the petty cash floats both in the office and at the bank and ensure adequate funds are available for the defined requirements
• Preparation and submission of accurate and timely financial reports.

Risk Management (10%)  

• Identify and manage Plan office administrative and logistics risks.
• Promote compliance with Plan Kenya and donor requirements and regulations in all administrative and logistical assignments.
• Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5%
• 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.
• Understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that they contribute to Plan International’s global efforts to ensure safeguarding and GEI

Other duties 5% 

• As assigned by the Line Manager.

LEADERSHIP COMPETENCIES 

• Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Honest and efficient in use of resources, including own time.
•  Good team player, communicating effectively and being open and supportive towards those around them.
• Behaves in line with our values and safeguarding practices, inside and outside work.

BUSINESS MANAGEMENT COMPETENCIES 

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
• Manages 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
• Managing activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
• Managing people and information including skills in assessment and coaching, evidencebased management, communication skills, both speaking and writing, and digital working, including personal digital skills

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Qualifications/ experience essential:  

• Bachelor’s in Procurement and Supply Chain Management, Logistics Management,
• Business or public administration, or any other related field.
• 3 years relevant experience in administration, logistics and procurement, or any other relevant degree preferably in a similar position in an NGO.
• CIPS accreditation
• Excellent interpersonal skills, flexible and team player
• Good team management and supervisory skills
• Excellent office management skills
• IT/computer skills
• Knowledge of filing and general record keeping
• Pro-active and excellent time management skills
• Telephone operation skills
• Can work well under pressure and with minimum supervision experience.

Qualifications/ experience desirable 

• Operational experience in project awards and closeouts
• Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements
• Hands on experience and skills in an Enterprise Resource Planning e.g. D365, SAP and other corporate systems

 Languages required 

• Excellent written and verbal communication skills in English
• Excellent written and verbal communication skills in Swahili
• Local language (Turkana West) is desirable