Operation Officer

The Organization

Plan International is an independent development and humanitarian organization 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 is 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

The Opportunity

Reporting to the Operations Coordinator. Operations Officer is entitled to support the Operations Team in validating the timeliness and quality of Operations processes in Plan Jordan.

Purpose

To support the Operation team in handling and implementing the operational processes and uphold policies within Plan Jordan to ensure that the operational needs are met and that they are in line with Plan Policies and Guidelines

Dimensions of Role

The Operation Officer will be responsible for supporting and following on Operational policies, goals, objectives, process and guidelines and for the supply chain implementation. Specifically, s/he will support the Operation Coordinator in leading an effective administration, procurement & logistics process, assist and/or implement the necessary administration, procurement & Logistics processes to ensure the purchase and delivery of supplies and capital equipment in line with the approved response budget. Job responsibilities are very broad and may include anything needed to set up and maintain program operations and frequently involve work with other agencies to accomplish this objective.

Typical Responsibilities – Key End Results of Position

Administration:

• Support and follow on Administration policies, goals, objectives and guidelines to ensure quality standards of service delivery in line with country needs and plans.

Logistics Control

• Assist with the safe transport of goods to destination and supports programs staff and partners; team to organize all delivery of goods to project locations
• Support in reviewing all logistics and ensuring it is done according to the set guidelines, policies, Rules and regulations .

Assets:

• Review, register, track and inventory with follow up on Plan assets processes to ensure that it is done and documented according to the set guidelines policies, Rules and regulations .

Fleet coordination:

• coordinating organization’s fleet and movement requests, ensuring that all vehicles are in appropriate condition
• support the Ops manager and coordinator with drivers’ tasks to meet the daily workload; maintains records in relation to drivers’ responsibilities, transportation plans and other related assignments including logistics matters related to transport and fuel management, to ensure that vehicles are registered, insured, managed and maintained, have adequate equipment (safety, communication, tools, etc.) and spare parts/accessories, and all accidents are reported and properly handled.
• support in advising staff on transportation policies and procedures and monitors operations to ensure that drivers and authorized users are in compliance with the policies and procedures, safety rules and government regulations related to the operations
• Monitors daily work tickets, fuel and oil consumption and assures prompt action against unusual records, reports on Mileage to be charged and regularly checks the equipment’s allocated to each vehicle such as fire extinguishers and first aid kits and reports on charges.
• Ensures that transactions are documented, stored and accessible as per standard procedures, and audit trail is in place.
• Ensures usage of vehicles and generators fuel is correctly supervised, logged and reconciled.

Supply chain and Implementation:

• Support in preparing procurement & logistics plans with programs teams and long term agreements in anticipation of those plans and needs
• Support in raising the efficiency of the tools and procedures pertaining to procurement, logistics and operations

Procurement

• Support in the procurement processes to ensure that it is done according to the set guidelines
• Support in ensuring all approved purchase requisitions are processed and follow the most appropriate method of procurement
• Support in developing detailed tender specifications and performance standards to facilitate procurement of capital equipment, goods and services in strict compliance with the PLAN’s approved policy as well as the relevant donor requirements
• Support in Organizing procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
• Support in Preparing purchase orders, obtaining authorized signatures and forwarding procurement documents to the Finance Department for payment processing.
• Identify new service providers and suppliers to expand Plan’s suppliers pool
• Reviews, establishes and maintains an accurate up-to-date supplier information database (including market prices through annual market surveys) for regularly purchased items as well as track and summarize in database all procurement processes undertaken
• Ensure price negotiations are conducted and documented.
• Conduct Vendors physical checks and verifications.

Reporting:

• Support in preparing reports pertaining to procurement, logistics and operations, for reports and for internal /external audits & Donors.

Security:

• Contribute to safety and security planning and management in the country, ensuring that PIJO effectively protects and preserves the security and safety of staff and fully implements Plan International’s Management Standards:
• Ensure that regular safety and security assessments are conducted and valid information is gathered concerning every location where PIJO staff work (travel destinations, and routes as well as offices and hotels/venues)

Communications and Working Relationships

• Internal: All departments within Plan Jordan.
• External: Suppliers/Service providers, Partners, Gov. Entities

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives

Minimum Qualifications:

• University in any discipline field preferable supply chain.

Minimum Experience:

• 2-3 years of experience in administrative/logistics /procurement preferably in INGO sector.
• Job Skills:
• Communication abilities
• Negotiation abilities
• English Language
• Computer Skills (specifically MS Office)
• Team work
• Problem solving

Physical Environment and Demands:

• Typical office environment

Behaviors – 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 organization 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 maximize 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

• 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.

ROLE PROFILE

Location: Plan Jordan, Amman

Grade: C1

Type of contract: fixed contract

Contract Duration: 6 months -renewable based on performance and budget

Reports to: Operations Coordinator

Closing Date: 31 January 2024