Logistic Assistance- Admin and Fleet

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 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 and will 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’