Plan Haïti is an international humanitarian, child centred development organisation without religious, political or governmental affiliation. Child sponsorship is the basic foundation of the organisation.

Plan’s vision is of a world in which all children realize their full potential in societies that respect people’s rights and dignity.

Plan aims to achieve lasting improvements in the quality of life of deprived children in developing countries, through a process that unites people across cultures and adds meaning and value to their lives.

Plan is an equal opportunities employer, committed to the protection of children and gender equity and our recruitment procedures reflect this.

Main Responsabilities :
1. Provide guidance and support to all Program Units and the Country Office in Administrative matters.

• Meet with the administrative staff in each PU no less than once every two months to discuss and monitor Administration related activities. Meet with the administrative staff of the CO at least once every two weeks to ensure they provide all required support to the various units.
• Keep all PUs informed of new developments in Administration related issues. Special attention will be given to compliance with new or revised Plan’s corporate and local administrative procedures.
• Ensure all departments at the CO and in the PUs are current with the corporate and local procedures and processes in force in the country.
• Ensure timely and highest quality procurement services, maintenance and security of all Plan Haïti’s assets, equipment, materials and supplies.
• Collaborate with all department heads and staff (Administration, Finance, Sponsorship and Program) 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;

2. Design appropriate training programs for Adminis¬trative staff at the CO and in the PUs.

• Meet with the PU and CO Administrative staff and identify areas for improvement in their performance.
• Coordinate with the HR Manager, PUMs, and Department Heads the design /identification of appropriate training courses for them.
• Train CO and PU Administration staff on basic Plan procedures, best practices, etc. as required.

3. Review, and revise if necessary, all legal documents and procedures in use by the Country Office and Program Units.

• Review all contracts and agreements and make recommendations to the CD before approval. Monitor contract implementation and maintain a logbook with up-to-date key management information for all active contracts.
• Annually review all Plan Haïti contracts and ensure that they are in keeping 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 Haïti country agreement and ensure that Plan Haïti meets all its obligations as stipulated in the agreement.
• Liaise with Plan’s Lawyer at the request of the CD and provide the Country Office and/or Country Managers with appropriate and timely advice on legal matters.

4. Perform other administrative duties in a manner that supports the Country Office Team and improves Plan Haïti 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.
Assist CO and PU 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.

Staff Supervision

• Organize and supervise secretarial services in all offices to ensure appropriate filing and archiving, maintaining the office’s calendar of activities and keeping track of major events
• Conduct feed backing and job coaching of the Admin. Staff in a timely manner ;
• Assist the PUMs in evaluating the performance of field based administrative staff;
• Prepare commendation and/or disciplinary action to Admin staff in accordance with Personal Manual

Qualifications and experience
• University Degree in Business/Office Administration or related field.
• Minimum of five years of previous work experience in office administration, with at least 3 years at a managerial position.

Skills specific to the post:
• Demonstrated interpersonal and communication skills, preferably bilingual.
• Computer skills
• Ability to use general office equipment such as photocopiers, printers, etc.
• Planning and organization skills
• The ability to supervise and lead staff, including training and conflict management skills
• Decision-Making and problem solving skills
• Understanding of legal health and safety in the workplace
• Time management skills and the ability to prioritize tasks

2010-07-09