Logistics and Admin Officer

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.

Role Purpose

The Logistics and Administration Officer plays a critical role in ensuring that Plan International Jordan (PIJO) operates effectively, efficiently, and in full compliance with organizational standards, donor regulations, and national laws. This role provides a wide range of logistical and administrative services to support both programmatic delivery and internal operations.

The position leads on fleet coordination, ensuring that PIJO vehicles are effectively managed, maintained, and utilized in line with safety, accountability, and cost-efficiency standards. It is also responsible for the full spectrum of international travel support for PIJO staff and visitors, , logistics arrangements, and provision of security briefings.

In addition, the role covers core administrative functions such as warehouse and inventory management, office supplies and utilities, maintenance, official correspondence. The Logistics and Administration Officer ensures that PIJO's administrative backbone runs smoothly, enabling staff and visitors to focus on achieving programmatic objectives.

Dimensions of the Role

The Logistics & Administration Officer reports to Operations and Security Manager, and supervises All fleet staff along with the caretakers. The Logistics & Administration Officer will be responsible for supporting the Operations and Security Manager in leading and ensuring implementation of Operations policies, goals, objectives, and guidelines; this includes overseeing fleet management, Travel, administrative functions also including warehouse and inventory management, office supplies and utilities, and maintenance. The role involves working collaboratively with various departments and external stakeholders. This Position will Not directly be responsible for budget management but contributes to cost efficiency and compliance through accurate and proper documentation and adherence to procedures.

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 capacitiesWork 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.

Child protection, gender equality and inclusion

Ensures that Plan International's global policies for Safeguarding Children, Young People and Programmes Participants and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan

 

 

Key relationships

Internal: Daily collaboration with Operations Manager and Operations Coordinator. Frequent coordination with all staff, more frequently with Finance, Procurement, Program, and HR teams.
External: Vendors and suppliers (fuel, maintenance, rental, utilities, travel agencies), Governmental entities including Municipalities, service providers, landlords, and government authorities as required.

Technical expertise, skills and knowledge

Technical Competencies
Proven experience in fleet management including fuel tracking, mileage monitoring, maintenance scheduling, and KPI reporting.Experience in coordinating international travel and visa procedures, including direct engagementSkills in warehouse and inventory management, including the development of in–out systems and annual verification exercises.Administrative competence in office utilities, maintenance, correspondence, and document control.Ability to produce clear reports and maintain accurate archiving systems for audits and compliance.Skills
Strong negotiation, organizational, facilitating and influencing skillsStrong planning and coordination skills with the ability to manage multiple priorities.Excellent interpersonal and communication abilities, both in Arabic and English.High attention to detail and strong record-keeping skills.Advanced computer literacy, including MS Office (Excel, Word, Outlook); Advanced Excel is mandatory. and experience with fleet/travel management systems.Analytical and problem-solving skillsKnowledge
Bachelor's degree in Logistics, Business Administration, Management, or a related field.2 – 3 Years of experience in Logistics/AdministrationStrong understanding of fleet management systems, travel coordination, and administrative operations.Knowledge of Jordanian legal and administrative procedures related to visas, registrations, and office compliance.Familiarity with donor compliance standards and organizational policies is an asset.Behaviours
Demonstrates transparency, accountability, and integrity in all actions.Proactive problem-solver with ability to work under pressure.Strong Support orientation and teamwork spirit.Commitment to safeguarding, gender equality, and Plan International values.

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 potentialWe respect all people, appreciate differences and challenge equality in our programs and our workplaceWe support children, girls and young people to increase their confidence and to change their own lives.

Physical Environment

Typical Office Environment, and field travel when required

Level of contact with children

 Low contact: No contact or very low frequency of interaction

Location: Plan Jordan, Amman

Type of Role: Fixed Term Job

Reports to: Country Operations and Security Manager

Grade: 13

Closing Date: 30 October 2025

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. 

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