Logistics and Admin Officer

Plan International

Accountabilities

General:

Compliance and adherence to Plan International policies, guidelines, handbooks, goals, objectives, and donor/auditor requirements and national law in all processes and procedures.

Supervise Fleet and caretakers Staff and support building their capacities

Work closely with the Operation’s team, when needed to step in ensuring proper system processing (SAP) and segregation of duties.

Fleet Coordination:

Develop, update, and circulate weekly movement plans for all PIJO vehicles in coordination with departments to ensure efficient allocation and safe movement.

Consolidate, review, and submit mileage reports, fuel consumption data, and rental bills, cross-checking against invoices and logbooks to ensure accuracy and detect anomalies.

Coordinate and supervise drivers’ schedules, performance, and compliance with traffic laws and organizational safety procedures, including training and daily oversight.

Manage vehicle maintenance and repairs, ensuring timely preventive servicing, recording all maintenance activities, and keeping detailed service histories for audit readiness.

Record, document, and escalate vehicle accidents, liaising with insurance companies and service providers, and prepare formal incident reports for management.

Generate and submit fleet KPIs and system-based reports regularly, analyzing trends to identify efficiency gaps and recommending improvements to the Operations & Security Manager.

Travel Coordination:

Process and track all international travel requests for PIJO staff and consultants, ensuring compliance with organizational travel policies and donor regulations.

Provide end-to-end logistical support for international visitors, including airport transfers, hotel bookings, and transport arrangements.

Prepare and deliver security briefings and welcome packs for international visitors, ensuring they understand PIJO’s safety standards and local context.

Support the Procurement team with travel-related purchases and vendor management, including ticketing agencies, hotels, and transportation providers.

Maintain and update the visits tracker, recording all visitor-related information.

Ensure that all official correspondence and approvals are archived properly for compliance and audit.

Administration:

Manage and improve the warehousing and inventory system, including the design and maintenance of an in–out tracking system to ensure accurate and real-time records of assets and supplies.

Conduct regular stock-taking and monthly reconciliation, ensuring that shortages or discrepancies are investigated and reported.

Ensure the availability of office supplies, monitor consumption levels, and raise procurement requests in a timely manner to avoid shortages.

Oversee office maintenance, coordinating repairs, conducting monthly checks, maintaining service logs, and ensuring the office is safe and fully operational.

Handle all incoming and outgoing external correspondence and official letters, ensuring timely delivery, accurate archiving, and professional communication.

Manage office utilities and service contracts (rent, internet, water, electricity, and security services), monitoring consumption and ensuring timely renewals and payments.

Operate the main office phone line, ensuring professional and courteous communication with internal and external stakeholders.

Conduct, together with the Operations team, the annual physical asset inventory, reconciling records with actual counts and ensuring accurate reporting.

Maintain and ensure timely renewal of office registration certificates and legal/statutory documents, coordinating with authorities as needed and keeping proper records for compliance.

Support in conducting security assessments for all locations as needed.