Operations Assistant

Job Description

Position: Operations Assistant

No of Vacancy: 1

Functional Area: Operations

Reports to: Operation Manager

Location: Country Office, Lalitpur

Travel required: Low

Grade: B

Type: Open to all applicants, Short Term Employment: One year from the date of joining

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 Country Office to ensure Admin, Logistics and Procurement activities are in line with organizational objectives complying with the policies and procedures.

DIMENSIONS OF THE ROLE:

The Operations Assistant is responsible for supporting the existing operations team to carry out 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: Operation Manager

Budget Accountability: NA

Number of direct reports: NA

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

Description
ACCOUNTABILITIES:

Support to establish supply chain system: 40%

• Responsible for pre-listing supplier’s (Vendors and consultants) data base (roster) and ensure that enough suppliers (Vendors & consultants) are in roster to supply goods and service for Plan International Nepal.

• Carry out regular supplier’s legality check (registration, affiliation, PAN/VAT and tax clearance of the suppliers as required and update the status in a yearly basis.

• Support for establishing Long Term agreement (LTA) to supply required goods and services.

Procurement functions: 40%

• Carry out procurement activity in close consultation with procurement coordinator and ensure that all purchases are processed in accordance with the Supply Chain Operational Manual and applicable statutory requirements.

• Prepare appropriate filing system of procurement documents for signature / action, as necessary to ensure proper filing is in place.

• Responsible for purchase order creation, maintenance and data cleansing on SAP.

• Update purchasing tracker in a real time basis as purchasing functions progress.

• Update LTA tracker as required.

Others: 20%

• Prepare offline GSRN for those transactions where procurement was carried out by others.

• Provide coverage for Front desk in absence of Front Desk Officer.

• Provide absence coverage of Logistics Coordinator in case required.

• Perform any other operations duties as assigned.

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 proficiency in 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 organisation 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:

This 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:

Low Level: Less interaction with children

“Say Yes ! To Keeping Children and Young people safe and Protected”
To apply for this job please visit p2p.com.np.