The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

What can you bring?

The Admin and Procurement Officer is responsible for the Emergency Response Admin & Supply Chain support of Plan’s response in Romania to the Ukraine Crisis. Whilst the responsibilities below cover the main aspects of the role, this may change due to the evolving situation.

Technical Expertise and Skills:

Administrative Support

• Support the Head of Mission and Ukraine Hub with compliance administration of legal registration and establishing/managing bank accounts in Romania
• Maintain and update the Plan International Romania HR and Deployment tracker
• Support the team with travel and accommodation arrangements as required, including procurement of both short and long term accommodation.
• Act as a focal point for the accommodation, managing the hotel tracker and liaising with the Global Hub DRM Procurement & Logistics Focal Point.
• Act as focal point for Office management.
• Provide other administrative support to the wider team as necessary,
• Working closely with the Finance Manager support the financial liquidation of team receipts, expenses, and petty cash.

Human Resource Management

• HRIS Time Sheet and Management

• Change and renew HRIS password on request.
• Guide staff for using HRIS to do their timesheet and appraisal

Payroll Administration
• Collect and compile all pay roll related information and data and file correctly every month such as – over time details, leaver and joiners, acting-ship, hardship allowances , insurance etc.
• Work with payroll provider to support to Payroll preparation of Plan International Staff.
• Prepare the Overtime tracker on monthly and annual basis.
• Prepare Salary Change documentation , supporting documents, any adjustment note

Maintaining updated Leave record
• Compile Plan International staff leave records.
• Maintain and ensure proper documentation and approval for leaves of other category as per HR Policy.

Support HR Administration Functions
• Follow up with new joiners for their bank account openings.
• Review Internal Regulations and arrange medical clearance appointments for newly recruited staff
• Print staff IDs for new staff
• Maintain strong documentation and filing system, Disseminate HR information, Policy Memos and other relevant communication to the concerned staff
• Ensure that all new staff contracts or extension/renewal are managed within the required time frame (before the joining date or end date).
• Work with IT to set up new usernames and passwords for new staff

Logistics
• Maintain and monitor procurement plans for all projects against existing procedures. This may be directly for Plan International or as a support function to partners.
• Complete and update market assessments on a regular basis. Local procurements are to be prioritized in the EU context.
• Work with donors, National Organisations, the Business Development Manager and Technical Specialists to map out price points for distribution kits and cash and voucher assistance.
• Ensure that the appropriate due diligence on all suppliers in our supply chain is completed and up to date to ensure that they comply with Plan International and relevant donor rules and regulations.
• Support technical specialists with procurement of distribution items, cash and vouchers and programming materials in line with all donor requirements.
• Support partners with distributions as required
• Deliver capacity building activities for partners in relation to Supply Chain activities.
• Engage with other INGOs logistics contact to build a network
• Supporting supply chain risk management and reporting.

You will have:
• Knowledge of Romanian and English language
• Knowledge of the Romanian legal and financial systems
• Knowledge and experience of non-traditional, non-direct supply chain delivery modalities, including working with local partners and working with markets and cash-based delivery
• Good knowledge of donor rules and regulations across humanitarian supply chain functions
• Ability to build and maintain strong working internal and external relationships and represent Plan International in a professional manner
• Finance, administration, information management and telecommunication skills
• Proficiency in information technology and computer skills
• Analytical and problem-solving skills

• Experience of humanitarian supply chain management is preferred.
• Experience working in complex humanitarian settings would be beneficial

Who are we looking for?

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and idea.

This is a national position, and we are accepting applications from Romanian nationals only.

Location: Bucharest, Romania

Type of Role: National role; fixed term contract upto 12 months

Closing Date: 17th June 2023

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.