Job Openings at Plan International

Role Purpose

• The role of the Country Administration and Logistics Manager is to provide support to the field offices and the Country Office in the following areas: General administration, procurements, logistics, office management and contracts/legal issues.
• Under the guidance of the Director of Operations, the Country Administration and Logistics Manager will ensure timely and highest quality procurements, the smooth & efficient operations of Plan International Nigeria’s facilities, inventory, fleet and travel management by developing, implementing and evaluating maintenance and improvement programs as they relate to the continuous operations of the organization.
• S/he will plan, manage all operational, support, monitoring and reporting tasks of the country in the above listed areas. S/He will be responsible for the effective utilization of resources including staff with diverse range of capabilities.

Dimensions of the Role

• Manage the Administration and Logistics unit, including oversight of the budget.
• Supervise and manage three direct staffs, project office staff on matrix management and coordinate with Admin and logistics units in the field offices.
• Provide guidance and timely support to all field Offices and the Country Office in Administration and logistics related issues;
• Design appropriate training programs for administrative and logistics staff at the Country Office and in the field Offices.
• Review and revise, if necessary, all legal document and procedures in use by the Country Office and field Offices.
• Perform other administrative and logistics duties in a manner that supports the Country Office Team and improves Plan International Nigeria’s efficiency and effectiveness;

Accountabilities
Provide guidance and support to all Project Offices and the Country office in administration and logistics related issues:

• Provide overall management and co-ordination of the work of the administration and logistics teams in the Country office and all project offices across the development and Humanitarian programmes
• Support the Country Management Team on Logistics, Admin and Government relations issues – with responsibility for ensuring effective communication, guidance and transfer of knowledge
• Ensure that proper administration and logistics systems and procedures are followed in the procurement of goods and services across all Plan offices
• Keep all project offices informed of new developments in administration and logistics related issues such as compliance to new or revised policies or procedures from the global office and its adaptation to local admin and logistics procedures.
• Ensure timely and highest quality procurement services, maintenance and security of all Plan International Nigeria’s assets, equipment, materials and supplies.
• Collaborate with all department heads and staff to ensure that purchase of goods and materials are properly planned, timely delivered in the required quality at an effective cost.
• Ensure there is a sound administrative system for procurement, storage, inventory, asset control and maintenance, distribution and receipt of all Plan materials/goods – in accordance with Plan’s Procedures and Donors requirements for Grants.
• Demonstrative effective leadership and coordination of all procurement needs in the country programme (both development and Humanitarian Programme) using the consolidated procurement tracker.
• Coordination and management of Plan International Nigeria’s approved vendor list, hold regular feedback sessions with approved vendors.
• Responsible for approval and release of purchase requisition and purchase order on SAP.

Design appropriate training programs for Adminis­trative staff at the CO and in the Project Offices:

• Support the projects offices and Country unit administrative staff in identifying areas for improvement in their performance.
• Coordinate with the Country Human Resource Manager, project leads to identify appropriate capacity building courses for the unit in line with budgetary allocation and staff personnel development plan
• Induct and train Country Office and project office admin and logistics staff on basic Plan procedures, best practices, etc. as required.

Review, and revise if necessary, all legal documents and procedures in use by the Country Office and Project Offices:

• Review all contracts and agreements and make recommendations to the Country Director, through the Director of Operations for approval.
• Annually review all Plan International Nigeria contracts and contractors to ensure that they are in line with Plan's policies and procedures, protect Plan's interests and follow country’s legislation.
• Design appropriate standard contracts for common practices in the country, including consultancy contracts, constructions, project agreements and other related legal documents.
• Regularly review Plan International Nigeria country agreement and ensure it meets all its obligations as stipulated in the agreement.
• Liaise with Plan’s Lawyer as mandated and provide the Country Office with appropriate and timely advice on legal matters.

Perform other administrative duties in a manner that supports the Country Office Team and improves Plan International Nigeria’s efficiency and effectiveness:

• Organize and actively participate in Country Office meetings and inform other team members of activities, initiatives, etc. in the area of Administration and logistics.
• Assist Country Office and Project Offices staff in examining how operations are organized, identifying possible areas where operational efficiency can be improved, and recommending, assisting in implementing alternative course of action.
• Facilitate the interface of admin and logistics staff with other staff to foster functional and efficient operations.

Supervise administration staff:

• Organize and supervise admin services in all offices to ensure appropriate filing and archiving, maintaining the office’s calendar of activities and keeping track of major events.
• Coach and mentor admin and logistics staff, giving constructive feedbacks and seeking effective ways to support staff performance in a timely manner
• Assist the Project Office Managers in evaluating the performance of field based administrative staff;
• Prepare commendation and/or disciplinary action to Admin and logistics staff in accordance with Personal Manual with support from HR
• Perform other duties as directed by the Director of Operations and Country Director.

Technical Expertise, Skills and Knowledge
Qualification and Experience:

• A Master's Degree in Business / Public Administration, Logistics / Supply chain management or any related field.
• A minimum of 5 years experience providing a whole range of administration and logistics services in an organisation, ideally with at least 3 years in an International NGO.
• Excellent and demonstrable experience in procurement and logistics management.
• Demonstrable experience in office management and staff coordination.
• Excellent writing and speaking in English language
• Knowledge and understanding of Nigeria’s policy environment;
• Familiarity with donor-funded procurement rules and regulations
• Other relevant professional/management certifications in administration and logistics.

Skills:

• Strong Administration and logistics management skills
• Good report writing skills and ability to develop effective work plans, manage time and priorities in order to meet departmental objectives.
• Proficiency in the use of relevant applications including Microsoft Office applications (Word, Excel, PowerPoint and Outlook), SAP and other relevant applications.
• Proven proactive skills in identifying cost savings, cost avoidance and efficiency opportunities.
• Communicates clearly and effectively in a style that inspires confidence and builds credibility with staff
• Ability to work effectively in a multicultural environment
• Analytical ability to draw pertinent conclusions
• Demonstrated expertise in negotiations, conflict resolutions and persuade staff at all levels of the organisation.
• Ability to achieve and maintain operational efficiency, identify and mitigate risks related to administration and logistics
• Ability to function in high pressure situations while maintaining emotional control.

Behaviours:

• Demonstrates a high level of discretion and confidentiality and sound judgement in handling sensitive situations
• Demonstrates a high degree of professionalism/integrity
• Flexible with a ‘can-do’ and problem-solving approach
• Patience and due diligence
• Leads by example to motivate high performance of others
• Very strong commitment to continuous learning.

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Role Purpose

• The purpose of this role is to provide transportation services to Plan staff in a safe, courteous and timely manner on the World Bank ANRIN project in Niger state and as assigned.

Dimensions of the Role

• Communicates within Plan International Nigeria.
• The post holder will contribute towards the operational aspects of the office and programmes, interfacing with both operational and programme team members.

Accountabilities
Vehicle maintenance and management:

• Cleans vehicle and perform routine checks to ensure it has proper working tools on a daily basis.
• Refuels vehicle using an approved fuel voucher and records this on the vehicle log sheet timeously.
• Parks vehicle safely at designated place at the end of each working day not later than 6 pm.
• Ensures that after hours travels have prior formal approval by the admin department.
• Ensure vehicle movement log book is filled timely and regularly.
• To report immediately to the Admin officer, all accidents or issues involving Plan International vehicles.
• Compliance to the motor vehicle and travel policy provisions of Plan international Nigeria.

Staff and material transportation:

• Transports staff and designated people to all areas as instructed and with approved vehicle request forms.
• Ferries goods to required points as may be directed from time to time.
• Ensure vehicles have necessary materials such as umbrellas, first aid box, map, fire extinguishers etc.
• Ensure that all Plan assets are not left unattended in the vehicle whilst parked.
• Files in accurately vehicle log books and submits to the Admin Officer.
• Prepares monthly vehicles’ maintenance reports for allocated vehicles.

Other services provision:

• Dispatch and deliver all documents between Plan and other service providers.
• Assist in sourcing for quotations towards the procurement of goods and materials for program delivery as per corporate procedures to ensure value for money is obtained
• Dispatch of goods and materials to various projects offices to facilitate program delivery without any reports of loss or destruction of items
• Comply with Plan’s Child Safeguarding Policy at all times to safeguard and protect the child at all times without any reports or incidents of child abuse.
• Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

Technical Expertise, Skills and Knowledge
Qualifications and Experience:

• Good communication, interpersonal and computer skills
• Class B drivers licence.
• Advanced or Ordinary level certificate
• A minimum of 3 years of experience in vehicle maintenance and driving.
• Work experience in an NGO setup will be an added advantage
• Any relevant certification in driving/clerical services will be an added advantage.

Knowledge:

• Demonstrate wide knowledge of the road network in Niger and the other North Central and West states.
• Confirmed and demonstrated successful experience in a similar role
• Good knowledge of grammar, composition, spelling and punctuation.
• Excellent interpersonal relationship with both internal and external clients
• Proficiency with PC’s and computer programs including Word, Excel, and Adobe Acrobat.
• Ability to speak good English and any other language is an added advantage.

Skills:

• Good planning and organizational abilities
• Good supervisory and listening abilities
• Communicates clearly and effectively
• Ability to multi- task.
• Good analytical abilities.
• Good time management skills.

Behaviours:

• Maintain image of the organization by example and outmost professionalism.
• Show courtesy and being respectful toward individual, colleagues, superiors and visitors.
• Be dynamic, patient and a good time keeper
• Ability to listen and pay attention to details.
• Good team player.

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Role Purpose

• The purpose of this role is to ensure financial accountability, provide timely and accurate financial information on the Project.
• Position holder acts as finance focal person for finance-related activities (payments, budgeting, cash flow management, reporting, auditing etc.).

Dimensions of the Role

• Communicates within Plan International Nigeria and with partners and related government institutions.
• The post holder will contribute towards the financial management of the Projects, interfacing with both operational and programme team members.
• The post holder will also contribute towards the organisational development of Plan International Nigeria’s implementing partners:
  • Monitors and controls project’s annual budget and its spending.
  • Prepares financial reports on the Project.
  • Area of responsibility - The Project.

Accountabilities
Support Budget preparation and Budgetary Control for the effective implementation of financial plans. To do this, the role will:

• Prepare the entire project’s annual budget as part of the preparation of the Country’s annual budget.
• Monitor the project’s budgets to ensure spending as per plan to avoid over/under spending.
• Support in the preparation of the quarterly Projects KP06 budget.

Prepare Financial and other Reports to aid the preparation of the overall country’s financial report for dissemination and decision-making. To do this, the role will:

• Assist in the preparation of country’s financial management reports (Monthly, quarterly and yearly).
• Prepare monthly budget vs Actual spending project report.
• Prepare the Project’s dedicated bank account Target Bank Balance (TBB) report.
• Prepare the monthly Partners unliquidated advance report.
• Assist the CFM in the preparation of the quarterly and year-end financial schedules.
• Make a monthly support visit to the project partners and submit report.
• Carry out identified capacity building trainings for partners.
• Follow up with prepaid expenses, accruals etc., on the projects and submit to the CO.

Support the Field Office Treasury Management and Cash Forecasting to ensure the availability of funds for country operations. To do this, the role will:

• Support the Project Managers to ensure that monthly Cash forecasts are timely submitted.

Manage the operations of the SAP system in the field office to meet Plan’s spending and financial reporting requirements. To do this, the role will:

• Ensure regular follow up with relevant departments responsible for FAD set-up in SAP for new Projects.
• Undertake accuracy checks to ensure all transactions entered in SAP are correct.
• Regularly review NRGRANT status to ensure grant related expenditures are charged on the applicable grant.
• Ensure correct use of WBS (work breakdown structure) for all requisitions and journals.
• Advice the CO on all Project related intercompany recharges.
• Ensure to carry out all required month-end procedures before SAP is closed.
• Support maintain good filing for all Project related SAP payment vouchers and reports.

Implement Internal Financial Controls & Payment processes for the attainment of value for money at all times. To do this, the role will:

• Ensure payments made are as per Plan’s approved policies, procedures, and that of the donor rules and regulations.  
• Review the finance sections of purchase requisitions, advance requests, liquidations, and purchase orders for financial conformity with respect to the project.
• Support the review of project payments issued before sign off by Plan Authorised Managers.
• Prepare project’s financial audit action list after each audit and ensure compliance.
• Ensure all expected costs are timely and accurately recovered from the project.

Support the accurate and timely payment of statutory deductions. To do this, the role will:

• Support to ensure withholding tax credit notes are promptly collected for distribution to vendors/consultants related to the Project.  

Technical Expertise, Skills and Knowledge
Essential:

• University Degree in Accounting or equivalent/ professional qualification.
• At least 4 years’ experience in a similar role.
• Fair knowledge in grants and project management.
• Knowledge and use of accounting software (Preferably SAP)
• Preferred experience: knowledge of and experience with the key donors in the industry is strongly preferred.
• Experience providing capacity development assistance to sub-grantees strongly preferred.
• Experience working with sub-grantees required.

Desirable:
Skills & Knowledge:

• Communicates clearly and effectively.
• Ability to facilitate participative processes for all stakeholders for implementing grant projects.
• Strong team building skills, Organized and methodical.
• Independence, objectivity and integrity.
• Good coordination skills and ability to deliver to tight deadlines.
• Excellent and demonstrable experience in grant and financial management.
• Knowledge and understanding of Nigeria’s policy environment
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching.
• Capacity to build and maintain relationships and to work effectively in a multi-cultural and multi-ethnic environment respecting diversity.
• Experience with Microsoft Word, Excel, Power Point and Outlook.

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Role Purpose

• The purpose of this role is to provide technical assistance and support on assigned project/portfolios throughout the grant management cycle from acquisition, startups, implementation to closeout.
• Support the grants and compliance unit of Plan International Nigeria with the administration and management of activities associated with successful performance of designated grants and funding agreements.

Grant Administration and Management of Assigned Portfolios:

• Support the country’s Business Development activities.
• Support the Grants and Compliance Manager in coordinating and monitoring the implementation of donor funded projects and programs.
• Work with project teams to develop donor reports (interim and final) and other award deliverables, and reviewing them to ensure they are of high quality, coherent, accurate and are submitted on time in accordance with donor and Plan International internal requirements.
• Support the development of annual compliance monitoring plan and evaluation tool to evaluate project implementations at various office locations and implementation sites to determine compliance and provide recommendations.
• Support with the development and implementation of compliance framework for the unit including compliance checklist for various standard operations, transactions and business processes in line with donor requirements.
• Periodic review and update of the compliance monitoring checklist and other tools to stay in line with current best practices and PIN procedures and policies.
• Provide technical guidance and proper interpretation of donor rules and regulations to project teams to ensure compliance.
• Monitor and support the use of grants management tools such as monthly financial reports, procurement plans, and activity plans amongst project teams to ensure accurate tracking of implementation and timely alerts to potential challenges.
• Manage and support project agreement and amendment reviews and negotiations
• Work with the country programs to support realignments and award modification processes; supporting award close out, as needed.
• Support in training project teams, partner and country program teams on donor compliance, report writing, project and budget monitoring, record keeping, and grants management.
• Support the Resource Mobilization team in resource mobilization activities; making inputs to non-technical documents, reviewing budget and consolidating inputs.
• Support the Partnership team with partnership management activities; partner identification and engagement, partner assessment, partner monitoring and training.
• Support the audit team in the coordination of external audit exercises, coordinating the communications and ensuring all relevant teams/unit are aware, prepared and available for audits.
• Support the preparation and dissemination of the country master budget in a timely manner.
• Draft Funding Approval Document (FAD) and for reviews and approval.
• Ensure timely setup of grant portfolios on SAP system and corresponding modifications are effected.
• Document and share key compliance issue with Plan International staff and partner setting ground for compliance management.
• Perform any other duties that may be assigned by the Grants and Compliance Manager.

Internal and External Reporting:

• Liaise with NOs and donors on grant management related communication, including donor opportunities, responding to donor queries and request for visits.
• Ensure Donor reports (financial and narrative) are consistent, accurate of high quality and submitted timely per donor requirement and formats.
• Liaise with donors and National offices on grants management issues for active projects, completed projects and pipeline project.

Donor Compliance and Audit:

• Works with finance team and program staff to ensure that key processes and systems are in place to manage grant risk, donor financial compliance, and reporting management processes.
• Ensures that grants are implemented in compliance with plan International guidelines and relevant donor regulations.
• Ensure compliance to relevant internal policies such as reporting framework, donor rules and regulations, update the donor mapping tool with latest donor rules and regulations
• Work closely with Grant and Compliance Manager to identify and close key risks linked to donor funded projects
• Conduct routine compliance reviews of grant programs
• Liaise with other unit members during project audit to ensure that relevant information is transmitted to the auditors in a timely manner.
• Ensure properly coordinated audit exercise that would result non-disallowances.
• Perform any other tasks as required by the supervisor.

Others:

• Perform any other project related duties as specified by Grants and Compliance Manager.

Qualifications and Experience

• A Degree in Development Studies, Business Studies, or Social Science (Master’s degree or equivalent in international affairs, development or related subject will be an added advantage).
• At least five years of experience working in project and/or grants management and proposal/business development/design.
• Experience in developing and interpreting donor budgets.
• Knowledge of development issues, trends, challenges and opportunities and implications to community.
• Proven ability to develop and write grant proposals and concepts and track record in winning proposals.
• Proven ability to work collaboratively in a multidisciplinary team environment.
• Good communicator with strong organizational, time management and analytical skills.
• Excellent inter-personal, cultural and diplomatic skills.
• Strong writing and editing skills with close attention to detail.
• Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments.
• Experience in using SAP software for grants management

Technical Expertise, Skills & Knowledge:

• Excellent proven skills in developing, writing grant proposals
• Good research, negotiation and problem-solving skills
• Effective working with and through partners
• Strong planning and organizational skills
• Strong strategic thinking and interpersonal skills
• Excellent communication skills.
• High proficiency in MS office tools (with excellent Microsoft Excel skills).

go to method of application »

Role Purpose

• The purpose of this role is to provide technical assistance and support on assigned project/portfolios throughout the grant management cycle from acquisition, startups, implementation to closeout.
• Support the grants and compliance unit of Plan International Nigeria with the administration and management of activities associated with successful performance of designated grants and funding agreements.

Grant Administration and Management of Assigned Portfolios:

• Support the country’s Business Development activities.
• Support the Grants and Compliance Manager in coordinating and monitoring the implementation of donor funded projects and programs.
• Work with project teams to develop donor reports (interim and final) and other award deliverables, and reviewing them to ensure they are of high quality, coherent, accurate and are submitted on time in accordance with donor and Plan International internal requirements.
• Support the development of annual compliance monitoring plan and evaluation tool to evaluate project implementations at various office locations and implementation sites to determine compliance and provide recommendations.
• Support with the development and implementation of compliance framework for the unit including compliance checklist for various standard operations, transactions and business processes in line with donor requirements.
• Periodic review and update of the compliance monitoring checklist and other tools to stay in line with current best practices and PIN procedures and policies.
• Provide technical guidance and proper interpretation of donor rules and regulations to project teams to ensure compliance.
• Monitor and support the use of grants management tools such as monthly financial reports, procurement plans, and activity plans amongst project teams to ensure accurate tracking of implementation and timely alerts to potential challenges.
• Manage and support project agreement and amendment reviews and negotiations
• Work with the country programs to support realignments and award modification processes; supporting award close out, as needed.
• Support in training project teams, partner and country program teams on donor compliance, report writing, project and budget monitoring, record keeping, and grants management.
• Support the Resource Mobilization team in resource mobilization activities; making inputs to non-technical documents, reviewing budget and consolidating inputs.
• Support the Partnership team with partnership management activities; partner identification and engagement, partner assessment, partner monitoring and training.
• Support the audit team in the coordination of external audit exercises, coordinating the communications and ensuring all relevant teams/unit are aware, prepared and available for audits.
• Support the preparation and dissemination of the country master budget in a timely manner.
• Draft Funding Approval Document (FAD) and for reviews and approval.
• Ensure timely setup of grant portfolios on SAP system and corresponding modifications are effected.
• Document and share key compliance issue with Plan International staff and partner setting ground for compliance management.
• Perform any other duties that may be assigned by the Grants and Compliance Manager.

Internal and External Reporting:

• Liaise with NOs and donors on grant management related communication, including donor opportunities, responding to donor queries and request for visits.
• Ensure Donor reports (financial and narrative) are consistent, accurate of high quality and submitted timely per donor requirement and formats.
• Liaise with donors and National offices on grants management issues for active projects, completed projects and pipeline project.

Donor Compliance and Audit:

• Works with finance team and program staff to ensure that key processes and systems are in place to manage grant risk, donor financial compliance, and reporting management processes.
• Ensures that grants are implemented in compliance with plan International guidelines and relevant donor regulations.
• Ensure compliance to relevant internal policies such as reporting framework, donor rules and regulations, update the donor mapping tool with latest donor rules and regulations
• Work closely with Grant and Compliance Manager to identify and close key risks linked to donor funded projects
• Conduct routine compliance reviews of grant programs
• Liaise with other unit members during project audit to ensure that relevant information is transmitted to the auditors in a timely manner.
• Ensure properly coordinated audit exercise that would result non-disallowances.
• Perform any other tasks as required by the supervisor.

Others:

• Perform any other project related duties as specified by Grants and Compliance Manager.

Qualifications and Experience

• A Degree in Development Studies, Business Studies, or Social Science (Master’s degree or equivalent in International Affairs, Development or related subject will be an added advantage).
• At least five years of experience working in project and/or grants management and proposal/business development/design.
• Experience in developing and interpreting donor budgets.
• Knowledge of development issues, trends, challenges and opportunities and implications to community.
• Proven ability to develop and write grant proposals and concepts and track record in winning proposals.
• Proven ability to work collaboratively in a multidisciplinary team environment.
• Good communicator with strong organizational, time management and analytical skills.
• Excellent inter-personal, cultural and diplomatic skills.
• Strong writing and editing skills with close attention to detail.
• Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments.
• Experience in using SAP software for grants management.

Technical Expertise, Skills & Knowledge:

• Excellent proven skills in developing, writing grant proposals
• Good research, negotiation and problem-solving skills
• Effective working with and through partners
• Strong planning and organizational skills
• Strong strategic thinking and interpersonal skills
• Excellent communication skills.
• High proficiency in MS office tools (with excellent Microsoft Excel skills).