Operations Assistant Vacancy-Job Ref: ACLB/PLAN2211/2021921

Operations Assistant Vacancy-Job Ref: ACLBPLAN/2211/2021921

Beirut(Lebanon)

The position is open on a rolling basis and applications will be reviewed as first come first serve, and tests/interviews will be assigned instantly until a suitable candidate is selected.

The Operations Assistant will support the Operations Department by carrying out administrative duties in Logistics, Procurement, Car Movement, Assets Management etc.

Dimensions of the Role

Under the guidance and direct supervision of the Operations Coordinator, the Operations Assistant will be based in Beirut. He/she ensures timely and accurate duties such as: Procurement, Car Movement, Assets Management etc. For that purpose, he/she will work closely with the Programs team and the Finance Department to support them in implementing related procedures.

Accountabilities

General Administration

Provide relevant support on assessing and vetting new partners.
Ensure that operations and procedures are in line with Plan International’s policies and procedures.
Finance

Assist with finance activities as requested, including monthly billing, tracking and reimbursements.
Request & ensure all operational monthly settlements are closed and documented (scanned, field…)
Prepare Payment Requestor relevant supplier’s/service providers and submit it to the finance department in order to process their payments.
Handle day to day petty cash; ex: Paying suppliers, reimbursing staff & other operational cash payments with the support of his/her line manager.
Track all petty cash transactions and update related form regularly.
Logistics and Procurement

Procure supplies, equipment, and materials for daily operations;
Create and maintain contact with vendors and service providers to ensure timely delivery of goods
Ensure the purchase requisitions (PRs) are aligned with plan policies and procedures
Prepare and draft request for quotations (RFQs) and share with supplier’s/service providers
Develop the canvass related to the requested items, including: “suppliers, item criteria, prices, etc.” and share it with the requestors for selection
Monitor and track the inventory of office assets and supplies in coordination with his/her line manager
Coordinate all travel arrangements for Plan staff; booking flights, accommodation, transportation, etc.
Coordinate weekly movement plan and share it between fleet focal point/drivers and plan staff
Track and monitor log sheets provided to drivers each month
Assist with the organization of relevant workshops in Lebanon.
Draft agreements in parallel with Finance Officer for new Supplier, consultant.
Update suppliers list regularly including all related categories & contact details
Work on relevant estimated pricing lists to support Program team.
Receive and check deliveries to ensure that the correct amount and type of stock is delivered.
Perform regular checks on office supplies and ensure reparation when needed
Other

Ensure proper recordkeeping and efficient filing of all records including data collection, reports, official correspondence etc.;
Support existing programmes as needed;
Attend calls, meetings, etc. as required.

Other Responsibilities:

Success Metrics: No violations of the corporate standards and policies.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
Complies with corporate policies and standards: Safeguarding Children and Young People Policy, IT Policy, Anti –Fraud and Corruption Policy, Confidentiality Policy, Code of Conduct, Whistle Blowing, HR Policies and Procedures.
Ensures commitment to Plan’s position on promoting girls’ rights and gender equality, and integrating this into all aspects of work.

knowledge, skills, and behaviours

Demonstrable knowledge and understanding of:

The context in Lebanon, particularly on issues affecting the rights and well-being of children and young people, especially girls and young women;
Humanitarian principles and “do no harm” approach.
Qualifications and Experience

Preferred Bachelor’s Degree in related field.
At least 2 years working in similar position with an INGO in Lebanon
Preferred Experience of relevant operational systems
Ability to work within a small team
Excellent written and oral communications in Arabic and English mandatory.
Work under pressure
Adherence to Plan International’s Child Safeguarding Policy, Code of Conduct/Prevention of Sexual Abuse & Exploitation (PSEA), and other relevant humanitarian standards and policies.
Skills

Strong organizational abilities; able to prioritise and manage short-term and continuing projects across diverse themes despite competing deadlines.
Strong commitment to child safeguarding & Antifraud policies both inside and outside the workplace.
Ability and experience in adapting to systems & processes
Strong character traits, including team work, striving for high performance, emotional stability, resilience, adaptability, and ability to handle stress, strong initiative and self-motivation, cultural and gender sensitivity, honesty and physical fitness to travel are essential.
Excellent written and oral communication skills, with excellent command of spoken and written English and Arabic.

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 organisation 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 maximise 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

We empower our staff to give their best and develop their potential
We respect all people, appreciate differences and challenge equality in our programs and our workplace
We support children, girls and young people to increase their confidence and to change their own lives.

Level of Contact with Children:

Low level

Travel

In-country travel is estimated at 20%.
Occasional international travel may be required.

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