Administrative Coordinator

The Organisation


Plan International is an independent development and humanitarian organisation 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’s 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 80 years, and are now active in more than 70 countries.


Job Description

Position Administrative Coordinator Grade C2
Contract Fixed term


Department & Location Administration Department, Country Office Date November  2019
Reports to (position): Logistics & Procurement Manager
Purpose:  How does this post support Plan’s strategy and mission? To provide support services by assisting in the maintenance of office and environment, stores and assist in documentation of expatriate staff and visitors in line with the implementation of the country’s program.


Dimensions of Role:

Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

  • Area of Responsibility – Country Office


Typical Responsibilities – Key End Results of Position:

“What” is done and “why”, but not “how”; include indicators for success


Office Facility Management

  • Ensure effective and efficient facility management of the Country Office
  • Monitor  Janitors to ensure cleanliness of the office, both indoors and outdoors
  • Ensure adequate supply of water  and electricity for office use
  • Ensure stand by generator is in good working condition at all times
  • Ensure minor repairs of office premises including but not limited to plumbing, electrical and carpentry related works and maintenance of air-conditions etc.
  • Alert Logistics and Procurement Manager on any major repairs required for decision making.
    Facilitation of Visitors travel documents
  • Obtain accreditation letters for video grapplers who come into country for official work
  • Assist to acquire visa for Plan International staff visiting Ghana
  • Work with custom brokers to ensure all imported goods and equipment are cleared on time for successful project delivery.
  • Obtain all shipping documents related to goods and equipment to be imported are processed for successful clearance in line with government rules and regulations and the duty-free privileges.
  • Facilitate the acquisition and renewal of resident and work permit for expatriate staff to enable them settle properly and perform their duties effectively.
    Office Administration
  • Receive goods into SAP
  • Assist in organizing workshops and other events.
  • Track fuel consumption of both vehicles and generator and produce monthly reports.
  • Ensure repair, maintenance and servicing of all vehicles to ensure they are in good working condition and are road worthy.
  • Process the monthly fuel bills.
  • Ensure all vehicles are insured promptly.
  • Ensure all staff are covered with group personal insurance at all times/
  • Prepare Drivers’ schedule (rotational movement plan) to ensure Drivers assignment is fairly allocated and share rotational plan with all drivers and the Logistics and Procurement Manager for review and monitoring.
  • Ensure stock consumption is monitored, planned and replenished to avoid both shortage and surplus. (This should be done on a project by project basis, and proactively, so that Project Managers can make informed and timely decisions about the need for either replenishment or stock reallocation and not risk project delivery due to delays or wastage)
  • Stocks should be rotated on a first in, first out (FIFO) basis to ensure older stocks are used first and that wastage is kept to a minimum. (This is particularly important for items such as food and medical items and any other items which have shorter shelf life and expiration dates to consider)
  • Ensure a stock control system is put in place which includes the use of the following minimum documentation.
  • Goods Service Receipt Notes must be completed and signed whenever goods are received. This can be done using the GSRN Template and then completing the MIGO step in SAP.
  • Provide support to the procurement of goods and services according to Plan International procedures and practices.
  • Perform all other duties assigned by your supervisor.


Dealing with Problems:

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them


This includes how much freedom the position has to make decisions; for example, “may approve invoices up to $1,000.”

  • Demonstrate understanding of administrative requirements as per the OB and other policies and procedures and provides support to the administration staff in the delivery of administrative functions
  • Receive, sort, classify, issue, stock goods and materials
  • Conduct stocktaking and inventory of stores
  • Works with minimum supervisionCommunications and Working Relationships:
    Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
  • Maintains a high contact with contractors, service providers and suppliers for the provision of goods, materials, equipments, utilities, repairs and maintenance of office equipments to ensure that Plan receives value for money and operates seamlessly.
  • Keeps and maintain a high contact with all country office staff to receive and process requests for various administrative services
  • Maintains medium contact with staff from the program unit offices to offer administrative related support services towards implementation of programs
     Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
    Gained through education, training, & experience
    Knowledge and Experience
  • First degree in Business Administration or Logistics.
  • 3 to 5 years working experience in Administration in a reputable organization especially in the NGO environment.
  • Strong general knowledge in the procurement supply chain process is a plus.
  • Ability to drive in and around Accra

Demonstrated behaviors needed by the post-holder to successfully perform the role:

  • Timeliness and proactive in the discharge of duties
  • Good planning and organizational abilities
  • Good supervisory and listening abilities
  • Open to feedback and willingness to adopt to new approaches and processes
  • Ability to inter-face with all levels of management
  • Good team player
  • Communicates clearly and effectively
  • High awareness of safety requirements of area of operation
    Skills Specific to the post needed to put knowledge into practice.
    – Good communication and ICT skills
    – Good inter-personal skills
    – Good client and customer relations
    – Good writing and reporting skills
    – High sense of judgment and responsibility
    – Strong team player
    – Culturally sensitive
    – Good negotiation skillsPhysical Environment and Demands:
    May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
    Travel requirements
    This position requires 40% of travel time within Accra and Plan program units with 60% office work.

    Level of Contact with Children:
    Low contact:     No contact or very low frequency of interaction
    Mid contact:     Occasional interaction with children
    High level:        Frequent interaction with children
    Low contact- the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.

Location: Accra- Country Office

Type of Role: Administration

Reports to: Country Logistics & Procurement Managert

Grade: C2

Closing Date: 23rd December 2020


Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.


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.


This job has expired.

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