Towards an Empowering Future Operations Officer

The Organization
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 ‎80 years,
and are now active in more than ‎70 countries.
Please see https://plan-international.org/organisation/strategy for Plan
international strategy
Plan started working in Egypt in ‎1981 and has a presence in ten of the ‎27
governorates in which the country is divided: two urban (Cairo and Alexandria)
and eight rural (Giza, Beheira, Kalyoubia, Damietta, Qena, Assuit, Sohag and
Aswan). Plan Egypt’s work focuses on child rights, implementing programmes
designed to enable communities to improve the lives of the most marginalised
children and their families. Plan Egypt’s Country Strategy focuses on five
strategic objectives listed below:
Improve the quality of early childhood care & education;
Promote economic empowerment of vulnerable young men & women;
Facilitate girls in realising their full potential in an enabling and gender
responsive environment that protects them from all forms of abuse, neglect,
exploitation and violence;
Support adolescents and young people, particularly girls to become active
drivers of change and lead the way towards more equitable and inclusive
societies;
Promote adolescents and young people, particularly girls to be empowered to
take informed decisions about their sexual and reproductive health and live
free from gender-based violence

Purpose:
This position will Report to the project Manger , the Operation Officer (OO)
is entitled to Provide the required operational support to the Program Unit’s
\office team members enabling them to trigger positive changes in the lives of
marginalized children and communities, while ensuring that Plan Egypt’s
operations policies are understood, applied and adhered to by the team
members. Through working in tandem with the PU’s leadership team, the OO
retains final accountability for timely and quality delivery of the requested
services contributing to the recognition of Plan Egypt as a fair, accountable
and transparent organization.
Dimensions of the Rule: The post holder reports to the project Manager
(PM) is responsible for overall operations and administrative process at the ‎2
offices. Coordinate the development and monitor the implementation of the
admin budget of the PU\office in line with the approved annual plan.
The post holder manages the drivers and janitors in the PU.

Accountabilities:
Leadership role in the PU
Work together with the project Manager in developing the project operation
outlines.
Team up with the PU\office leadership team in developing the annual plan for
the PU.
Typical Responsibilities - Key End Results of Position
Handle the petty cash requests as per Plan’s policy and procedures.
Contribute and ensure quality implementation of Plan Egypt’s procurement, HR
and security policies ensuring that the relevant PU team member fully
understand and committed to their implementation.
Coordinate the medical services provided to the team members within the PU
with the service provide ensuring that the services are afforded with quality.
Team up with the PU leadership team in developing the annual plan for the PU.
Lead the capacity building plans for the local partners on Plan’s operational
policies in collaboration with the operation coordinator at the CO-Operations
Dep.
Participate in the induction plan for the newly hired staff ensuring their
adequate understanding of and commitment to Plan’s policies and in particular
security, HR and procurement ones.
Lead janitors and drivers within the PU\ Office ensuring that they are
motivated and enough capacitated to support Plan in achieving the planned
objectives.
Assist in translating the required documents as and when required.
Coordinate with employees to manage the scheduling of drivers ensuring that
transportation is available for members of the PU\office within the policies
and procedures.
Provide logistics services during meetings, visits and workshops for the
program Unit.
Coordinate the vehicle periodic maintenance as well reactive maintenance to
ensure that vehicles are readily available for service within the PU\office .
Supervise the office cleaning and security.
Quality Program design
Oversee the implementation of the operations transactions within the PU\office
ensuring their alignment with the approved policies.
Collaborate with the PU\office leadership and the relevant CO-staff ensuring
that the PU’s staff are kept updated and informed on the operational changes
within Plan.
Team up with the program team within the PU\office in developing the
procurement plans for newly initiated projects ensuring that the required
services are delivered to the team on time and with the maximum level of
quality.
Networking and Advocacy
Provide logistical support to Plan-led forums and advocacy initiatives set up
in the annual plans.
Participate in proposing and developing strategies in collaboration with PULT
to support Plan Egypt become one of the highly performing child rights
organizations in the country.
Budget management and asset management
Lead the development of the Admin budget within the PU\office and ensuring
their adherence to the requirements of the SAP.
Ensure that all admin related transactions within the PU\ office are processed
into SAP and with the maximum level of quality.
Work together with the program team within the PU\office in developing the
budget for potential grants ensuring that operational aspect of Plan Egypt’s
cost recovery policy is committed to and included.
Report regularly to the project Manager on the actual admin expenditure
against the planned and with the appropriate justification for the variance if
and when required.
Ensure that Plan’s assets are well managed by the PU team members and in
tandem with the approved policies.
Report to the PM on the implementation of the global assurance’s admin
recommendations ensuring that the necessary strategies are in place to
mitigate the identified risks.
Security
Support the PM / HOO and the Security Review Team at her / his PU\office in
the oversight of security management at the PU level.
Assist in the promotion of sound security practices at the PU\office level.
Maintain the key security management skills.
Collect and share the security information / safety tips of her/his PU.
Updating the security tree when needed.
Updating the required security document when needed (SRAs / SOPs) and arrange
the security meeting with the SRT when needed.
Assure the staff of the PU is aware and implement the SOPs of PiE.
People management
Contribute to the development of the PU\office drivers and janitors by setting
individual objectives and providing feedback of performance versus objectives
to maximize levels of individual performance.
Assist in building up the capacity of Plan Egypt drivers, janitors and local
partners on the relevant policies and in particular procurement, security,
child safeguarding.
Provide guidance and support to subordinates ensuring that the drivers and
janitors are equipped with the necessary resources, tools, skills and
supported to bring this into their day to day performance.
Develop the required actions to keep the PU’s drivers and janitors informed
of, motivated and committed to the changes within Plan Egypt and international
as well.
Participate in develop the necessary strategies to nurture a –performance
culture within the PU\office and in line with Plan Egypt’s approved HR
policies and procedures.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and
Inclusion (GEI) Understands and puts into practice the responsibilities under
Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC),
ensuring that concerns are reported and managed in accordance with the
appropriate procedures. Ensures that all staff in the unit/function/department
are properly inducted on and understands their role in upholding Plan
International’s safeguarding and GEI policies; Ensures that Plan
International’s global policies for Safeguarding Children and Young People and
Gender Equality and Inclusion are fully embedded in day to day work. Ensures
that Plan Ethiopia contributes to Plan International’s global efforts to
ensure safeguarding and GEI, including making sure that relevant reporting and
data are submitted
Leadership and Business Management Competencies
LEADERSHIP COMPETENCIES Set and communicate ambitious but realistic work goals
and priorities, explaining how these contribute to Plan International's
purpose. Set high standards for self and others' behavior, inside and outside
work. Championing our values and commitment to rights, gender equality and
safeguarding. Supporting the health, well-being and both physical and
psychological safety of our staff, including their safety to speak out. Hold
self and others to account for what we have agreed, dealing with poor
performance quickly, firmly and constructively. Create a positive team spirit,
helping people work well together, to reflect and continuously improve the
efficiency and quality of what we do. Collaborate with team members,
colleagues and partners in finding creative solutions to problems by sharing
information, experience and ideas and actively seeking their input. Motivate
and developing others by taking an interest, giving constructive feedback and
praise, ensuring they are properly trained and helping them develop their
potential. Accept change and support others in adjusting to it, helping them
understand. Perform any other related duties as assigned by immediate
supervisor
Business Management Competencies Understand relevant sectoral context
including how the sector operates in terms of funding and governance and
awareness of Plan's purpose, values, and global strategy Manage legal and
reputational risk including risk assessment, communication, risk management
and reporting in full compliance with risk-related standards, including in
areas such as Child and Youth Safeguarding and Protection, Gender equality and
inclusion, Counter Fraud, Safety and Security Manage activities and resources
including skills in strategic thinking, planning and organising, financial
planning and monitoring, negotiation and programme and project management
Manage people and information including skills in assessment and coaching,
evidence-based management, communication skills, both speaking and writing,
and digital working, including personal digital skills
Dealing with Problems
Demonstrated capacity and commitment to solve day to day program issues.
Effective community facilitation skills.
High level of capacity to manage stress and solve problems.

Key Relationships: Internal:
UE Operations Coordinator (High contact).
PULT members to consult on major decisions related to PU\office operations
implementation (High contact)
Operations Dep. At the CO-level (medium).

External:
Local partners to assess progress and agree on the appropriated mitigation
strategies (High contact)
Local respective vendors and service providers (High contact ).
Technical Expertise, Skills and Knowledge
Essential
University degree in related field
‎2 - ‎3 years of experience working in INGO environment
A degree in Social Sciences, Development Studies or related discipline
Understanding of operations management and procurement systems.
Knowledge of operational planning processes budget management.
Good communication, presentation and problem-solving skills.
Understanding of community development principles and strategies including
rights based programming.
Desirable
Good level of English language.
Willingness to learn and ability to work under stress.
Positive attitude and strong belief in empowering communities.
Strong commitment to children’s poverty and gender equality.
Positive attitudes, self- assertiveness and capacity to inspire others.
Decision making and management skills.
Influence and communication and able to communicate concerns to managers and
teams
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.
Physical Environment
Typically, office environment with at least ‎50% travel to other project
locations to attend scheduled meetings with frequent visits to the field.

Level of Contact with Children:
Medium level: Frequent interaction with children

Type of Role: One-year fixed term contract.
Reports to: Towards an Empowering Future Project Manager
Closing Date: 22nd of June ‎2022.

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.