Plan International is hiring Administration and Procurement Specialist

The Organisation

The conflict in Ukraine is resulting in a major humanitarian crisis with over 4 million people having fled to neighbouring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organisations in Poland, Romania, Moldova and Ukraine to meet the key needs of those affected by the crisis as well as host communities.

The Ukraine Humanitarian Crisis Response aims to move Plan International beyond the direct refugee crisis response through adopting a localised partner-led approach, scaling-up Plan International’s presence in the new response countries in the East and Central Europe through brokering long-term strategic partnerships to roll out Plan International’s flagship gender-transformative girls and youth-centred development programmes. These will tackle diversity, equality and inclusion, contributing significantly to Plan International’s global strategy.

 Plan International has been present in Poland, Romania and Moldova since early February and in Ukraine since August 2022. Over the coming 2 years the response will focus on the following strategic objectives:

• Provide humanitarian assistance
• Enhance Child Protection Systems
• Expand availability of Mental Health and Psycho-Social Support services
• Ensure continued formal and alternative quality education and learning
• Scale up response to Gender Based Violence
• Protect and promote Sexual Reproductive Health Rights

What will you bring?

This hands-on position will practically handle Plan International’s administration and procurement processes across all the response locations. The role is the primary point of contact for staff and partners in Poland, Moldova, Romania and Ukraine on all admin and procurement support requirements. The post holder will ensure Plan International is following high standards of administration and procurement. The role consist on deliver an operational link between the deployment team in the UK and the country offices part of the Ukraine’s Response (Moldova, Poland, Romania and Ukraine) in all matters related to the overall administration of the response, travels - flights and ground - border crossing, visa management, accommodation, etc. and ensuring the appropriate admin trail is followed in the SAP system.

You will be responsible to :

• Manage the administration of contracts with external suppliers and consultants, including assisting with supplier contract preparation and maintenance of files.
• Use the SAP software system to create purchase requisitions and orders to process invoices for payment.
• Support the deployment process for Ukraine’s response staff.
• Liaison with Plan International’s travel agent, ensuring flights and hotels are booked quickly and in line with our policies and procedures. This may require out of hours work (within reason) due to the urgency of travel for many positions. Ability to perform and deliver under pressure within deadlines.
• Support user and technical departments to ensure accuracy of the procurement plans and that specifications on PRs meet market standards and user requirements
• Lead on the end-to-end sourcing exercise with internal and external stakeholders to determine procurement needs, researching new suppliers, drafting and releasing tender documentation, make recommendations based on analysed supplier submissions and awarding a negotiated contract.
• Develop sourcing strategies, tenders and Long-Term Agreements in accordance with spend and risk thresholds, leading on complex contractual negotiations.

You will have:

• Strong negotiation and communication skills.
• Able to plan, prioritise and deliver own work using organisation, time management and project management skills.
• Able to manage multiple competing priorities and engage effectively with a diverse range of stakeholders.
• Analytical and Diagnostics skills – able to analyse information and reports and decide on the best course of action.
• Adaptable, flexible, and able to calmly but effectively deal with a wide range of conflicting needs and demands.
• Experience and/or education in an admin or procurement related field.
• MS Excel proficiency.
• Solution focused; able to prioritise, deliver on time and cope with ambiguity.
• Team player, values interculturality and diversity.
• Attention to detail; accurate and observant.
• Ability to handle confidential correspondence in a professional manner.
• Working knowledge of written and spoken English
• Ability to work in the local language (e.g. Polish, Romanian, Ukrainian)
• Experience with working in an INGO at Field and/or Country Office level.

For detailed Job Profile and application, please go through our website: https://jobs.plan-international.org/job-invite/46500/ and apply by 21st May 2023.

**This is a national position and is based in any one of the response countries: Moldova, Poland, Romania or Ukraine.