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 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, Moldovan, Ukrainian)
• Experience with working in an INGO at Field and/or Country Office level.

Location: Moldova, Poland, Romania or Ukraine

Type of Role: Fixed Term Contract upto 12 months

Reports to: Ukraine Refugee Crisis Response Director

Closing Date: 21st May 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.

**This is a national position based in Moldova, Poland, Romania or Ukraine.