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.

Role Purpose

The primary purpose of this role is to support for smooth functioning of the office and administrative functions at the Plan Romania office in Bucharest. Reporting to the Head of Mission, S/he will be responsible for effective office management, cash fund transactions, air ticketing, accommodation and event support, maintenance & repair and general administrative support at the country office and at the staff housing location.

Accountabilities

Office Administration

• Receive visitors, screen their appointments and direct to concerned staff as advised
• Receive and send mail and parcels when needed
• Oversight and monitor the management of staff and visitor office access cards at Impact Hub
• Support Plan Romania staff with printing, copying and scanning
• Maintain inventory of office assets and consumable supplies
• Update the roster for regular office suppliers and service providers

General Logistics

• Ensure invoices are received from vendors and follow up with Plan Accounts Payable on vendor payments
• Collect quotes for and purchase office supplies or other materials or services needed by staff
• Administer courier services
• Support English-speaking staff with Romanian to English translations when language barriers are an operational challenge
• Maintain procurement tracker and update the progress on weekly basis.

Travel arrangements (domestic)

• Support staff in booking domestic travel in Romania (air, train, car) for project site visits
• Maintain roster for regular service providers travel agencies, airlines and transport/vehicle companies)
• Maintain deployment tracker and ensure Terms of Reference are received before travel and that Trip reports are received after travel

Accommodation & Event Support

• Provide logistics Support for timely implementation & delivery of programme activities
• Arrange accommodation (hotel or apartment) booking for official visitors
• Arrange venue/hall booking and catering for official events, workshops and meeting

• Please click here to download the JD

Location: Bucharest, Romania

Type of Role: Intern

Reports to: Head of Mission

Grade: Entry

Closing Date: 13-July 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.