Admin and Logistics Assistant- Poland

tendersglobal.net

Role Purpose:

The conflict in Ukraine is resulting in a major humanitarian crisis with over 7 million people having fled to neighbouring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organisations in Poland, Moldova, Ukraine and Romania to meet the key needs of those affected by the crisis as well as host communities.

Plan International has been present in Poland since March 2022 and has established partnerships with civil society organisations, ensuring national actors are equipped with technical support, best practices, and flexible resources, with a primary thematic focus on Child Protection, Education, Mental Health & Psychosocial Support and Sexual Reproductive Health and Rights.

DIMENSIONS OF THE ROLE

The Admin and Logistics Assistant act in line with the HR and Admin coordinator to support Plan’s response in Poland to the Ukraine Crisis in terms of the Emergency Response Admin & Supply Chai. Whilst the responsibilities below cover the main aspects of the role, this may change due to the evolving situation.

Please note the large majority of our projects are being implemented through partners. Supply Chain Teams are expected to contribute technically to the following 4 aspects of partnership management:

1. Mutual appraisal/capacity assessment

2. Support with orientation of partners where there are significant supply chain elements,

3. Provide our partner(s) information, guidance, and materials on supply chain, and

4. Offer training and/or coaching and mentoring to partners on supply chain management

ACCOUNTABILITIES

Administrative Support

· Support the team with travel and accommodation arrangements as required.

· Act as focal point for Office management.

· Provide other administrative support to the wider team as necessary,

· Working closely with the Finance Manager support the financial liquidation of team receipts, expenses, and petty cash.

Logistics

Maintain and monitor procurement plans for all projects against existing procedures. This may be directly for Plan International or as a support function to partners.

· Complete and update market assessments on a regular basis. Local procurements are to be prioritized in the EU context.

· Ensure that the appropriate due diligence on all suppliers in our supply chain is completed and up to date to ensure that they comply with Plan International and relevant donor rules and regulations.

· Support technical specialists with procurement of distribution items, cash and vouchers and programming materials in line with all donor requirements.

· Manage all supplier contracts including contract review and dispute resolution as necessary.

· Work with suppliers as required to ensure relationships are managed effectively and orders/ services are being delivered as per requests. (Quality, Quantity, on time, in the right place and at a competitive price).

· Support partners with distributions as required

· Deliver capacity building activities for partners in relation to Supply Chain activities.

· Participation in the supply chain/logistics working group in the location (and cluster if activated).

· Engage with other INGOs logistics contact to build a network.

· Provide support to partners with regards to inventory and warehouse management across multiple projects including GIK management which may include setting up of temporary warehouses and transit hubs, renting of warehousing space, contingency stock management and the receipt of donations from donors.

· Monitor and maintain the asset register for the Plan International Poland office.

· Responsible for managing transportation requests as required · Supporting supply chain risk management and reporting. · Supporting supply chain and financial audits both internally and externally. This includes responding as Plan and supporting partners to respond to audit requests as required.

· Support the Business Development Manager as required with proposal development in terms of procurement planning and supply chain inputs.

· Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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

KEY RELATIONSHIPS

· Ukraine Hub Procurement and Supply chain

· Partnerships Manager

· HR & Admin Coordinator

· External supply chain providers

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential Knowledge

· Knowledge of Polish and English language

· Knowledge of the Polish legal and financial systems

· Knowledge and experience of non-traditional, non-direct supply chain delivery modalities, including working with local partners and working with markets and cash-based delivery

· Good knowledge of donor rules and regulations across humanitarian supply chain functions

Essential Skills

· Ability to build and maintain strong working internal and external relationships and represent Plan International in a professional manner

· Finance, administration, information management and telecommunication skills

· Proficiency in information technology and computer skills

· Analytical and problem-solving skills

· Well-developed written and verbal communication skills

· Ability to work independently and as a team player

Essential Behaviours

· Demonstratable understanding of, and commitment to, equal opportunities, gender equality and diversity

· Ability to work and provide support in stressful situations and a rapidly changing context

· Ability to be planned and organised within a fluid working environment and have the capacity for initiative decision-making

· Works with integrity and has a clear commitment to Plan International’s core values and humanitarian principles

· Maintain transparency throughout all supply chain processes, including ensuring that suppliers have equal opportunity to bid for our business so that there is genuine competition. Confidentiality will also be maintained, including commercially sensitive information

· Plan International has zero tolerance of fraud and corruption. We require all staff to act honestly and with integrity, and to safeguard the assets for which they are responsible at all times

Desirable

· Experience of humanitarian supply chain management is preferred.

· Experience working in complex humanitarian settings would be beneficial

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest, and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

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

Physical Environment

Typical office environment

evel of contact with children

Low contact: No contact or very low frequency of interaction

Location: Warsaw, Poland

Type of Role: Fixed Term contract up to 12 months

Reports to: HR and Admin Coordinator

Closing Date:30th of November 2023

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates. 

Apply for this job

To help us track our recruitment effort, please indicate in your cover/motivation letter where (tendersglobal.net) you saw this job posting.