Logistic Assistance- Admin and Fleet

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 know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected. Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. 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. For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries. We won’t stop until we are all equal. The Opportunity This role assists in planning and allocating vehicles, both owned and rented, in line with program needs and movement plans, while maintaining vehicle logbooks and monitoring usage, fuel consumption, and maintenance schedules. Support the coordination and documentation of rental vehicle contracts, ensuring compliance with insurance, driver requirements, and donor conditions, as well as processing related payments in accordance with agreed terms. Contribute to incident and accident reporting processes by ensuring proper documentation and timely sharing. Utilize the Fleet Management System to track vehicle movements, fuel usage, maintenance schedules, and update fleet asset records, while validating fuel data entries for accuracy. The role will also be responsible for assisting with Logistics, Administration and Fleet operations of the Program Area at Dibate Woreda. Administrative Support Support lease management for office premises, ensuring timely renewals, compliance with lease terms, and coordination with landlords. Assist in maintaining facility standards, including utilities, repairs, safety equipment, and cleanliness. Track and report facility-related expenses and support budgeting processes. Support in ensuring compliance with health, safety, and safeguarding standards in all facilities. Assist in accommodation booking for staff and visitors, ensuring timely and cost-effective arrangements. Oversee settlement of telecommunication and utility bills, ensuring accuracy and timely payments. Fleet Operations and Rented Vehicle Management Assist in planning and allocating vehicles (owned and rented) based on program needs and movement plans. Maintain vehicle logbooks and monitor usage, fuel consumption, and maintenance schedules. Support in coordinating rental vehicle contracts, maintaining proper documentation, insurance, and driver compliance. Process payments for rental services, aligning with contract terms and donor requirements. Support incident and accident reporting procedures and confirm documentation is filed and shared appropriately. Utilize the Fleet Management System to track vehicle movements, fuel usage, and maintenance schedules. Track all fleet assets and update records in the system. Monitor driver compliance with safety, licensing, and operational protocols. Encode and validate fuel data entries for accuracy and completeness. Track and report vehicle maintenance activities, confirming timely servicing and repairs. Support in monitoring fleet Key Performance Indicators such as utilization, cost efficiency, and downtime. Collaborate with the Supply Chain Manager to analyze fleet performance and implement corrective actions based on trends. Compliance and Documentation Follow procedures outlined in Plan International’s Supply Chain Operations Manual and Fleet Manual during logistics activities. Maintain complete and audit-ready documentation for fleet, warehouse, and asset transactions. Support donor reporting requirements by providing timely and accurate logistics data. Communicate Plan’s Non-Staff Code of Conduct and safeguarding policies to suppliers and service providers and monitor adherence during service delivery. 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 per the appropriate procedures. Ensures that all staff in the unit/function/department are properly inducted and understand 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. The Individual Education: Diploma in fields such as Logistics, Supply Chain Management, Business Administration, Management, Office Administrative Services Management, Economics or any related field. Minimum 3 years of relevant work experience in vehicle, generator management, and supply management of both emergency and development programs, preferably in NGO environment. Familiarity with fleet operations, warehouse procedures, and asset tracking systems. Experience managing rental vehicle contracts and facility leases is highly desirable. Proficiency in Microsoft Office and ERP systems (e.g., SAP, D365). Good communication and interpersonal skills. Ability to follow instructions accurately and meet deadlines. Strong organizational and record‑keeping skills. Attention to detail and ability to follow procedures. Commitment to ethical practices and safeguarding principles. Languages required: Fluency in English is essential. Knowledge of local languages is desirable. Data‑entry experience and aptitude. Ability to analyse and report on bulk information. Ability to work independently and manage multiple tasks. Type of Role: The possibility of extension based on performance. Reports to: Supply Chain and Administration Manager Grade: B2 Closing Date: May 31, 2026 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. #J-18808-Ljbffr Plan International