About Plan International
Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 75 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners. Plan International Ethiopia is looking for Administration Coordinator for Country Office.
The Role
The position holder reports to the Head of Logistics and Administration Manager. S/he directly supervises Security Guards, Office Attendants and the Liaison and Facilities Assistant. The role holder has to ensure that there is an efficient and effectively managed office petty cash, proper allocation of office supplies, regular and proper cleaning of the office, up-to-date general maintenance of PIE offices and expat homes as well as being the security focal point for PIE and ensuring the safety and security of staff and PIE property. S/he is responsible for making sure that all facilities are managed properly and general administration operations are in order.
Typical Responsibilities - Key End Results of Position:
1. General Administration:
2. Staff Management
· Enable his/her supervisees to perform to their maximum capacity by managing their workload (work inventory, planning, monitoring and feedback) as well as by arranging adequate working conditions and inputs in line with their operational needs;
· Supervise, coach and motivate staff to enhance and manage their performance and development that enables them to perform to their maximum capacity by managing their workload (work inventory, planning, monitoring and feedback) as well as by arranging adequate working conditions and inputs in line with their operational needs;
· Creating a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key values.
· Maintain leave records of all direct reports and ensure posts are covered at all times especially for Security Guards and Office Attendants.
· Develops and updates a departmental planning of measurable objectives and results, monitors progress and takes effective action when needed; reports on monthly basis to the Head of the Department.
· Ensure the administration related budget is available and well managed for effective and efficient operations.
· Prepare, receive, check and authorize weekly and monthly reports of his/her direct reports and compiles them into unit-wide regular reports; compiles them into unit-wide regular reports for sharing with the line manager;
· Develops and updates a unit planning of measurable objectives and results, monitors progress and takes effective action when needed; reports on monthly basis to line manager;
· Holds daily (plenary), weekly (one-on-one) meetings with his/her direct subordinates as well as periodic meetings together with their key staff; ensures minute-taking, record keeping and the timely and systematic follow-up of action points;
· The output and performance of designated staff through supervision and evaluation;
Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:
Skills Specific to the Post