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

The Administration Manager is ultimately responsible for overseeing all administrative aspects of the activities supporting Plan Haiti’s Programs.
- Ensure that Plan adhere to all aspects of the Country Agreement between Plan and Haiti Government;
- Ensure that all administrative documents required from Plan by the government are submitted on a timely manner and renewed where appropriate;
- Ensure that equipment purchased in duty free are not sold or donated to third party without prior approval of the government of Haiti (this does not apply to recipients of goods as agreed upon on the duty exemption request to government);
- Ensure that required reports from Plan to Haiti’s Government are sent in a timely manner.
- Liaise with the departments of Protocol and relevant government agencies concerning procedures relating to visa applications and work permits.
Ensure that Plan has access to a reliable and well established lawyer;
- Facilitate/monitor the relationships with Plan’s Lawyer for Administrative and legal matters (the HR issues will be dealt with directly with the Plan Haiti Human Resources Manager);
- Ensure that all Plan contracts are based on a pre-approved format of Plan’s Lawyer and on Plan’s minimum guidelines of contracts/agreements (Appendix 4 of the Authorization section of the FOB).
- Review all contracts (except for HR contracts) before they are submitted to the CD or Delegate for signature;
- Ensure that the clauses of the contracts are properly adhered to.

- Ensure that Plan has an adequate insurance coverage as per the FOB requirement;
- Ensure the insurance policies are monitored and renewed on a timely manner;
- Ensure the insurance claims are properly followed up.
- Responsible for the safekeeping and maintenance of proper records of supplies and non-expendable property, ensuring that each Plan Haiti’s fixed assets (as per the FOB) definition has an inventory number, is registered in an appropriate software;
- Ensure there is a periodic count of the fixed assets and that these reconcile with book records; including provision of reasons and remedial actions for discrepancies identified thereof;
- Ensure that fixed assets allocations to staff or transfer is properly documented and reflected in the assets register book;
- Ensure that an authorization of procurement/disposal of fixed asset is on file where appropriate;
- Ensure loss notification form is prepared approved and send to IH as appropriate.
- Manage the fixed asset disposal process as per the FOB requirements;
- Collaborate with all department heads and staff and ensure that purchase of commonly used goods and materials are properly planned and timely procured in liaison with the Logistic Unit;
- Ensure in collaboration with the Logistic unit that 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;
- Specifically ensure there is a clear procedure for:
• Biding process for construction projects (buildings, water and sanitation systems, etc..);
• Quarterly price lists for commonly used goods;
• Procurement contracts’ administration;
• Maintain a system to track procurement transactions to ensure adequate supporting documentation, accuracy and control of payments;
- Collaborate with all staff (Administration, Finance, Sponsorship and Program) to evaluate weekly cash flow request for the Finance department;
- Support the Security Manager in the management of anti-terrorism risk: screen, vet and assess new supplier;
- Ensure that Plan staff is aware of Plan basic rules and regulations of procurement procedures.
- Ensure there is a sound mechanism for the regular, timely and effective maintenance of Plan premises and equipments;
Ensure that Plan’s office compounds and housing are in good standard of management;
- Ensure that Plan has in place, an adequate security system in its premises for staff, vehicles, equipments, etc..
- Supervise/facilitate conferences/workshop/visits arrangements.
- Ensures the provision of efficient and cost effective travel services (both domestic, regional and international) in line with laid down rules and regulations
- Ensure hotel booking and airport pick up and drop off are well organized
- In liaison with the HR ensure that new expatriate staff and visitors receive their first kits (tel, budges, etc)
- In liaison with other departments ensure visitors travel schedule is properly taken care of.
- Review and approve issuance Petty Cash and ensure its accountability

- Ensure there is proper management system for the guest houses:
• Centralize issues the functioning of the guest houses;
• Utilities monitoring and follow up bills’ payment;
• Supply of food, water, fuel for generators;
• Waste disposal;
• Inventories;
• Pest Control/fumigation;
• Maintenance and repairs of the buildings and the generators (plumbing, electrical, etc.) with the technical support of Logistic Team.

- Ensure the proper supervision of all Country Office Administrative staff (coaching, training, periodic performance appraisal, planning and monitoring of leave plans, etc.).
- Assumes oversight responsibilities over offices in difference locations in Haiti on administrative and property related matters and provide technical guidance and training on application of administrative rules and regulations.

- Participation is transparent, cooperative, pro-active and productive;
- Contributions to the discussions and decisions/choices made reflect an understanding and appreciation for the needs and direction of the larger organization;
- Operational integration and teamwork between units in the Country results in learning and high quality services;
- Actions of the above teams reflect the understanding that they all contribute to the effective use of funds.
- Actively participate in office budgeting by preparing annual management budget of admin staff, office maintenance and equipments
- Act as certifying officer on matters related to Administrative Services i.e. travel authorization and related purchase orders and ensure proper internal controls
- Brief international/project personnel on general administrative matters, e.g. renewal of Laissez–Passers, visa extension, driving license, shipment of personal effects, etc., including advice and administrative support as required
- Manage the implementation of cost recovery plans and systems according to corporate guidelines. Propose cost saving and resource allocation strategies including cost-recovery initiatives.

- Fluent French and English, both written and spoken;
- Previous experience in management of logistics operations
- Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusion;
- Management ability to lead, motivated to develop staff;
- Committed team player;
- Ability to work with basic Windows packages, MS office software, email software;

Added Advantage:
- Driver’s license – for both car and motorcycle;
- 3 to 4 years previous work in NGOs or international organization, with an understanding of basic standards in emergency operations;
- University Degree/Master in Business Administration or equivalent work experience background;
- Experience with security policy and management;
- Experience with computer database systems/software.

All applications should include: A cover letter; A comprehensive CV; Copies of diplomas and employment certificates.

2011-03-11