ROLE PURPOSE
The Admin and Procurement Coordinator under the supervision of the Finance and Operations Manager and is responsible for the overall management of Admin, Procurement and Logistics which include fleet, premise, safety and security as well as other protocol administrations of Plan International Viet Nam. The position bases in Country Office, Hanoi. S/he works in close collaboration with the Program Units (PUs) to ensure an effective and efficient delivery of quality services at PU level.
DIMENSIONS OF THE ROLE
• This role will give the post holder an opportunity to overall management the Admin and Procurement and Logistic function including Safety and Security aspects of the activities within Plan International Viet Nam. S/he will ensure all activities are completed to enable and support effective project delivery performed in a way that fully adheres to Plan procedures and practices as prescribed in Plan’s Operations Manual.
• Plan International is one of big INGO operating in Vietnam with annual budget of 10 million $US and program implementation in many provinces such as Hanoi, Ha Giang, Lai Chau, Quang Binh, Quang Tri, Kon Tum. The post holder will manage 2 staff: Admin Officer and Supply Chain Officer.
• Maintain good and effective coordination and communication in Country Office (CO) regarding operation issues and solving
• Manage the application for renewal of Plan’s operation permit, passport, visa, and other related procedures for Expatriates, Foreign visitors
• Overall management for the Admin and logistic works of the Country Office
ACCOUNTABILITIES
• Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) and Security policies and procedures, Risk management 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.
Support administrative application procedures for the country office
• Manage and facilitate the processes of application for passport, visa and other related procedures for visitors and foreign staff.
• Facilitate formalities of receiving and dispatching of items from and to other areas.
• Manage application for renewal of Plan’s operation permit.
• Support in managing lease agreement for working place and accommodation for expatriates.
Coordinating for the management of office, equipment and supplies, procurement process
• Procuring goods and services in Country Office and support PUs in accordance with Plan policies/standards and donor guidelines.
• Promote an effective Procurement Plan in conjunction with all Program Units and CO Department including consolidate quarterly procurement plans for planning and monitoring procurement activities.
• Ensure Procurement plan, Purchase requisition, Purchase order, Good Receipt to be put into system. Monthly review report in procurement module for appropriate action
• Responsible for the overall management of Procurement in Plan Viet Nam including Planning, Procuring, Monitoring to support effective project delivery and smooth operation.
• Responsible for the management of all country assets including; asset purchasing, tracking, reporting, disposal and verification, as well as use of assets are compliant with asset management policies and all donor requirements for project assets.
• Promote long-term agreement for regular goods/ services suppliers in both CO and PUs.
• Support procurement Emergency response s in case Plan International Viet Nam do Emergency Response for any disaster.
Fleet management and Administration / logistic supports
• Promote the effective use of vehicle management software in all Program Units to ensure efficient use of resources and safely and effectively
• Coordinate for logistic arrangement for office moving and set up/re-arrangement at CO
• Identify needs, acquiring and effective utilizing vehicles to meet the project requirements safely and effectively
• Ensure timely and accurate update of accident/incident reports in the CAMM system
• Coordinate for logistic arrangement and support for workshop, networking, meeting and training events organized by the CO
• Support in country and overseas travel management for staff: hotel reservation and transportation arrangement/ booking, travel report to Regional Office (APAC)
• Logistic support for Plan Vietnam’s annual staff meeting (lead by CO)
Safety and Security
• Ensure that all visitors be received the Securities Package before arriving to Viet Nam at least 2 days. Induction on Securities to Visitor when necessary
• Conduct threat and risk analysis assessments in all Plan operational locations and develop local capacity to conduct self-assessments
• Prepare Quarterly Security Reports (Narrative/Incident log/PU Training plan update)
• Periodical review and update Security Package from Plan Vietnam.
• Provide capacity building to SRT (Security Response Team)
• To act as Safety and Security focal person and provide guidelines for the local security environment including travel to PU for training and doing a risk assessment and working with PU safety and security focal point
Staff Management and Networking
• Manage all team members to achieve objectives. Conduct annual staff performance appraisals.
• Support the Finance and Operation Manager in rolling out the Supply Chain Operation manual and ensure Safety and Security to ensure consistency with Global policies, procedures, and practical support Plan operation.
• Follow up with the recommendation of the risk management team in admin, logistics and procurement, safety, and security
• Participate in Supply Chain, safety, and security network meeting in Viet Nam and the region (APAC)
• Support Finance and Operation Manager in capacity building to Admin, Logistic staff in Procurement, Fleet and Assets Management, and Plan.
KEY RELATIONSHIPS
Internally with:
• APAC Supply Chain Staff in Global Hub and Regional Hub
• Safety and Security Staff in Global Hub and Regional Hub
• PU Admin and Logistic staff.
• Finance and Operations Manager, CO Admin Officer and Supply Chain Officer
• Country Management Team
• Other PIV Teams (Finance, Program staff in CO/PUs…)
