Plan is an international humanitarian child-centred community development organization, without religious, political or government affiliation and is one of the oldest and largest international development agencies in the world working in 66 countries. Plan started its operations in Cambodia in 2002 and is committed to improving the lives of poor children, their families and communities. Plan is going to implement the new five-year Country Strategic Plan from July 1, 2010 to June 30, 2015 and is looking for qualified candidates for the following positions:
1. Country Water and Environmental Sanitation Specialist (WESS)
(This position will be based in Phnom Penh and for two-year contract)
The Water and Environmental Sanitation Specialist will develop Plan Cambodia Country Water and Environmental Sanitation (WES) Programme Planning, Monitoring and Evaluation through Child Centered Community Development (CCCD) approach and s/he will provide technical support to Plan’s programme staff and Plan’s partners to ensure the programme implementation deliver desirable quality results.
2. Grants Project Officer for Child Rights
(This position will be based in Phnom Penh and for two-year contract)
Grants Project Officer for Child Rights will coordinate and monitor Sida and Norad grants funded projects implementation to ensure Plan’s partners are implementing the projects in accordance with agreed plan, donors requirements including quality and timely reports.
3. Programme Unit Admin Assistant (PUAA)
(This position will be based in Siem Reap Programme Unit)
The PUAA is responsible for all general administration and basic accounting supports to PU staff in accordance with Plan Cambodia’s guidelines, policies and procedures. S/he will also provide supports for human resource management at the PU level on leave and others personal files.
4. Programme Unit Finance and Admin Assistant (PUFAA)
(This position will be based in Ratanakiri Programme Unit)
The PU Finance and Admin Assistant will provide all services in accounting and administration at the PU in Ratanakiri to ensure the services are timely and accurately and in accordance with Plan Cambodia’s guidelines, policies and procedures.
5. Production of Quarterly Country Office’s Communications Bundle Elements (Consultant)
In an effort to sustain funding sources to live up our mission in promoting child rights to end child poverty, to share our success, and make children’s voice heard; there is a need to make quarterly professional-quality documentation of our work, called communication ‘bundle’. Initiated by the Asia Regional Office, the word “bundle” refers to a package of communications resources that are of high quality and based on a particular theme prioritised by Country Office. The aim of the bundle approach is to ensure that we’re producing a variety of mix-and-match communications resources with lots of visual content useful to the wider organisation and have media appeal. Plan Cambodia needs a qualified consultant to support on this.
The selected consultant is expected to (1) produce professional-quality story of at least 600 words and to (2) compile facts and figures from both internal (Plan Cambodia) and external sources or research information supporting the topic given by point person from Plan Cambodia. The said outputs will be supported by carrying photos, video, audio, etc. produced by the communications team of Plan Cambodia.
The Job Descriptions, Term of Reference and Plan Application Form are available below either via email HR.Cambodia@plan-international.org or visit our website http://plan-international.org/where-we-work/asia/cambodia/about/jobs or by visiting us at Plan International Cambodia’s Country Office, room 411, 4th Floor, Block A, Phnom Penh Centre (at the corner of Sihanouk Blvd and Sothearos Street), Sangkat Tonle Basac, Khan Chamkarmorn, Phnom Penh, Cambodia. Documents submitted will not be returned.
Only applications that meet the qualifications and completed Plan application form will be considered. Please clearly state the position and location you are applying for. The closing date for applications is August 31, 2011.
“As an international child-centred development organization, we do not tolerate child abuse”
Job Description
1. Job Description for Country Water and Environmental Sanitation Specialist (WESS)
Role: Country Water and Environmental Sanitation Specialist
Grade: D
Dept: Program Support, Country Office
Purpose:
1. Develop Plan Cambodia Country Water and Environmental Sanitation (WES) Program Planning, Monitoring and Evaluation through CCCD (Child centered Community Development Approach).
2. Provide technical support to Plan’s programme staff and Plan’s partners to ensure the program implementation deliver desirable quality results.
What does the jobholder plan?
1. Design and development of WES related projects (concept note and proposal) in line of CSP commitments and NO’s requirements
2. Monitoring, evaluation and reporting of WES related projects.
3. Technical capacity building of the programme teams including partners for technical soundness of the WES projects
4. Leading Plan Cambodia on WES related advocacy and networking aspects
What are the outputs and deliverables?
Program Planning, Monitoring & Evaluation:
1. Integrate planning, monitoring and Evaluation for the entire Water Supply Sanitation Program developed.
2. Annual planning, monitoring & evaluation of WES related project implementing at the Country level developed
3. Integrated strategy of WES program with other Plan Cambodia programs developed.
4. Monitoring mechanisms and tools based on donors requirements developed and all field related staff have been oriented to use the tools.
5. Regular field visits conducted as planned and reports documented.
6. Regular updated program progress & the issues that occurred at the implementation level to line Manager in order to get support and solutions.
Program Implementations:
1. On the job technical coaching to WES frontline staff and Partners.
2. Qualified Partners & Constructors for the implementations of the WES projects identified and expenditures occurred as schedules through sufficient supports from the Country WES Advisor.
3. WES project outlines reviewed & comments documented based Plan Cambodia PPM requirements.
Grants funding program progress reporting & documentation:
1. Grant funding reporting captured all specifics indicators requirements by the donors.
2. Kept the line Manager regular updates the progresses & promptly seek for discussion, consultation the issues that may encounter/hinder the success of the program implementations.
3. Grant funding evaluation, audit prepared as planned.
Networking, Advocacy & Institutional Learning, Team Meeting:
1. Established & maintained Plan Cambodia’s good representation in in-Country WES network & working group.
2. Established & maintained Plan Cambodia’s representation in Regional WES network & working group. Aligned Plan Cambodia WES Program with Global/Regional/Country WES principles, policies & guidelines.
3. WES Advocacy Agenda pursued and yielded visible result annually.
4. Established, facilitated institutional leaning among Program Support Team and PU Technical Teams on WES related good experiences and provoke discussion, lead & encourage integration of WES with other Plan Cambodia programs.
Child Protection Deliverable Output:
1. Mainstream child protection and participation into program design, implementation, monitoring and evaluation
Other tasks assigned by Program Support Manager are performed.
What does the post holder oversee?
• Daily activities (based on agreed IAPs) to ensure technical soundness of the WES programme
• Provision technical supports, ensure Plan’ s Global/Regional/Country WES principles, policies & guidelines adhering.
To whom does the job holder report?
• Program Support Manager
Which teams/posts report into the post holder?
• Supportive supervision to PU based WES Project Officers and line management of CO based Project Officers (if recruited in future)
Criteria for Success (Changes/Challenges)
• Ensure that agreed results in line PULTP are achieved and programme quality in WES sector is maintained
• Ensure that financial planning and expenditures occurred as planned.
• Water User Groups & CLTS Committees represented women and children formed and trained as planned.
• Programme and partner staff are trained on technical soundness of the WES programme
What are the primary linkages for this post?
• PSM, PST, Business development Team, and PU based programme team including partners staff.
• Network & working group related to WES sector.
Leadership Behaviours
• Mutual agreement & adaptation of Plan Global Working Values.
• Communication, coordination skill proficiency
• Proactive and initiative
• Willing to offer extra mile to support peers as required
• Open to feedback and willing to try new approaches and processes
Level of Contact with Children:
• Medium
Skills specific to the post
Skills:
• WES Planning, Monitoring, Implementation and Evaluation as well as budgeting proficiency.
• WES program research/study and based line survey.
• WES facilities technical designs proficiency.
• Children & women participation in WES program proficiency.
• Advocacy and networking skill
• Proposal writing and quality report development skill.
• Computer skill
• English proficiency.
Qualifications and Experience
Education:
• Academic Degree on water Supply and Sanitation or related field.
Knowledge:
• Good knowledge of WES program and general knowledge of rural development in Cambodia
• Knowledge about gender and child right
• General knowledge on WES in Southeast Asia
Experience:
• At least 5- year experiences at senior level in the design, implementation, monitoring and evaluation of WES through participatory approach.
• Experienced in working with partner organizations
• Experienced in using participatory learning processes with children and communities and qualitative research methodologies
• Experiences in managing partners.
Attitude:
• Humility/humble & matures individual
• Approach work interdependently
• High self-esteem and respect of others
• Gender sensitivity and support team work
2. Job Description for Grants Project Officer for Child Rights
Role: Grants Project Officer for Child Rights
Grade: 3
Dept: Program Support, Country Office
Purpose: To assist the Country Child Rights Specialist to coordinate, support, monitor and evaluate the Plan Sweden and Plan Norway funded projects implementation.
What does the job holder plan?
a) Coordinate planning, monitoring and evaluation of the Sida and Norad grants funded projects.
b) Coordinate budget planning
c) Individual work plan
What are the outputs and deliverables?
1. Sida and Norad Program Implementation Coordination. This will include the following:
• Coordinate the Sida/Norad project implementation to achieve its goal and objectives as stated in the CPO.
• Draft and finalize project proposals in line with donor requirements
• Coordinate to prepare agreements between Plan and donors and partners
• Review the progress reports, quarterly, bi-annually and annually for donors and Plan.
• Prepare the reports for donors including financial reports in coordination with Grants Coordinator
• Coordinate the Plan-funded implementing partners' activities (PADV, NGOCRC, CRF) in program areas, monitor and evaluate their performance.
• Coordinate visitor hosting to Sida/Norad/Plan projects
• Organize workshop related to Sida/Norad projects
• Act as the resource person for Plan Cambodia on the update and progress of partners’ implementation.
• Track the progress of partner organizations and provide appropriate support as needed. Identify any problems or constraints to implementation and propose solutions.
• Travel frequently to partner project areas to monitor and follow up the project progress.
• Respond appropriately and in a timely manner to any issues that arise while implementing Sida/Norad program in the field.
• Share relevant information with PUM, PSM and Specialists, including opportunities to promote organizational learning, or to identify potential areas of overlap/conflict.
2. Representation and Network Building. This will include the following:
• Participate in Plan partner communities in meetings.
• Participate in appropriate national professional meetings related to Sida/Norad projects.
• Keep Plan’s partner organizations well-informed concerning administrative, technical and/or programmatic developments.
3. Project Management. This will include the following:
• Support the collection or compilation of information to be used for project proposals, implementation plans, or other purposes.
• Prepare information and other inputs required for progress reports.
4. Child Protection Deliverable Outputs:
• Mainstream child protection into program design and implementation
5. Other tasks assigned by Program Support Manager are performed.
What does the post holder oversee?
• Management of Sida and Norad grants funded Projects.
• Facilitation of organizational learning.
To whom does the job holder report?
• Country Child Rights Specialist
Which teams/posts report into the post holder?
• None.
Criteria for Success (Changes/Challenges)
• Sound coordination and facilitation efforts
• Quality outputs produced
What are the primary linkages for this post?
• Country Child Right Specialist
• Grants Coordinators
• Plan’s partners
• Plan to work with technical coordinators to monitor program activities
Required Leadership Qualities
• Excellent communication, negotiation, and facilitation skills.
• A good advocate of child’s rights
• Culturally sensitive
Level of Contact with Children:
• Medium
Skills specific to the post
Skills:
• Project planning, monitoring and evaluation
• Ability to conduct research and analyze data effectively
• Ability to write concept paper/proposal
• Ability to produce reports
• Ability to communicate ideas effectively
• Comfortable working as a member of a team
• Sensitivity to working in a culturally diverse organization and region
• Willing to travel and spend time in remote villages
• Speak, read and write English fluently
• Interpersonal and communication skills needed to relate to various Plan program stakeholders.
Qualifications and Experience
Education:
• University Degree or evidence of advanced study in social development or other related fields
Knowledge:
• Good knowledge of Cambodia
• Good knowledge on UN CRC implementation
• Good knowledge of Child Rights implementation in Cambodia and in the region
• Good knowledge of rural development in Cambodia
Experience:
• At least two-year experience in project planning, monitoring and evaluation
• Experience in facilitating workshop and development of project report and proposal.
• At least two years of experience in various aspects of Child Rights Promotion and organizational learning in Cambodia.
• Good knowledge of children issues both in a theoretical and in the Cambodian Context.
• Good knowledge on all forms of child abuse and responses
• Commitment and background to promotion of children’s rights.
• Experience in child and adolescent programs and working with communities
Attitude:
• Patient, mature and responsible person
• Hard working and analytical
• Willing to accept change in the workplace
• Respect rules and regulations
• Sympathy and respect for the aims of Plan Cambodia
• Cooperative and support colleagues and be a good team player
• Initiative, commitment, self-motivation and an ability to work independently and in a team.
3. Job Description for Programme Unit Admin Assistant (PUAA)
Role: PU Administrative Assistant
Grade: 5
Dept: Administrative at PU
Purpose: The incumbent is responsible for offering general administration and basic accounting support to PU staff in accordance with Plan Cambodia’s guidelines, policies and procedures. The incumbent will also provide support for human resource management at the PU level.
What is the planning role of the job holder?
a) Prepare monthly work plans and submit to the PU admin manager
b) Assist the PU admin manager to develop annual administration workplans and annual budget plans
What are the outputs and deliverables?
1. Provides administrative support
• Facilitate the efficient flow of communication and ensure all telephone calls, fax, email and mail is screened and properly handled.
• Ensures printers, copiers, and electronic communication systems (e.g. phone, facsimile) are monitored.
• Receive and/or informs/refer all visitors to concerned staff immediately and professionally.
• Update internal and external phone directories
• Maintain PU e-mail and forward all emails to relevant staff.
• Provide messenger services for incoming and outgoing correspondence.
• Coordinate with drivers to dispatch mail.
• Checks billing statements/invoices for accuracy and efficiency and prepare prior payment requests.
2. Maintain efficient control and administration of petty cash fund
• Maintain PU administration petty cash fund in accordance with manual requirements/procedures.
• Ensure the safekeeping of the petty cash fund in accordance with set guidelines
• Reviews petty cash fund transactions for comprehensiveness of supporting documentation and process all requests received within two days.
• Prepares the petty cash fund replenishment report accurately and replenishes at the fund to 50-75 per cent.
• Conduct daily petty cash count using the cash tally sheet.
• Issue official receipts after the receipt of cash and other funds.
3. Release cheques, bank transfers and deposit cash in the bank
• Notify payee to collect cheques and maintains cheque delivery logbook
• Collects a copy of government ID no. or an authorized letter with another form of identification before making payments; or refuse payment if the authenticity of the letter is in doubt
• Requests driver to bring cheques to pay for electricity, water, phone etc.
• Collects official receipts to attach to payment vouchers when payment is more than $50, otherwise sign and state "paid" by receiver
4. Provide logistical support to PU staff related to travel, meetings and training
• Handles all travel bookings and accommodation needs efficiently and effectively
• Correctly brief or orient all travelers about travel arrangements within the PU.
• Assist the PU admin manager in coordinating and arranging logistic and accommodation requirements for meetings and training/workshops in PU
• Take minutes if required
• Coordinate pick-up/driving schedule
5. Conduct procurement and asset management process
• Receive applications from potential suppliers/providers of services
• Number requisition forms within PU
• Maintains control files of purchase orders and supply of blank purchase orders using the logbook
• Ensure complete support documents before making any purchase and provide timely payments
• Ensure the responsible person signs for fixed assets when receiving goods
• Follows up maintenance schedules of Plan equipment, including vehicle and general office equipment
• Ensures timely payments on purchases and utilities
6. Child Protection Deliverable Outputs:
• Share CPP knowledge and best practices with colleagues
• Ensure that child protection issue, suspicion, incident and allegation is verbally reported to line manager/child protection focal point at the PU level in 24 hour and in writing by using the CP Incident Reporting Form in 48 hours
7. Other
• Maintain documents including contracts, correspondence and ensure user-friendly filing
• Keep PU Admin Manager updated on any issues and actions to be taken
• Submit monthly planning reports to the PU Admin Manager
• Complete other tasks as assigned by the PU Admin Manager
What does the post hoder oversee?
• Provides effective and efficient administrative support
• Administer and deliver timely and accurate petty cash and bank transactions.
• Maintains PU assets according to policies and procedures
To whom does the job holder report?
• PU admin manager
Which teams/posts report into the post holder?
• None
Criteria for Success
• Ability to perform tasks that require much detail and flexibility.
• Ability to respond quickly and accurately to any request from PU staff
What are the primary linkages for this post?
• PU admin manager, drivers and housekeeper, Sponsorship persons and CDFS colleagues
• Suppliers
• Communities
Required Leadership Qualities
• Ability to communicate clearly with staff at the PU
• Ability to control emotions
• Be proactive
Level of Contact with Children:
• Low
Skills specific to the post
Skills:
• Good computing and typing skills
• Excellent administration skills
• Good bookkeeping
• Good written and spoken English
• Problem solving skills
• Interpersonal and communication skills
• Negotiation skills
• People skills
• Attention to detail
Qualifications and Experience
Education:
• University degree in related field.
Knowledge:
• Procurement and logistics management
• Correspondence management
• Computer literate
Experience:
• Three years of secretarial experience
• Some accounting experience
• Administration experience
• Logistics/procurement
• Correspondence management
• Computer literate
Attitude:
• Positive attitude towards the organisation, work and colleagues
• Output oriented
• Commitment to working for children and community development
• Good analytical skills and attention to detail
• Willing to accept change at the workplace
• Team player, cooperative/supportive to colleagues and others Plan associates
• Strictly maintain confidentiality of both official and personal information
• Patient and responsible
4. Job Description for Programme Unit Finance and Admin Assistant (PUFAA)
Position: PU Finance and Admin Assistant (PU FAA)
Grade: B
Department & Location: Ratanakiri Programme Unit
Reports to: PU Finance and Admin Manager
Purpose: Perform all general administration and accounting services to support to PU operation in Ratanakiri in timely and accurately and in accordance with Plan Cambodia’s guidelines, policies and procedures.
Dimensions of the Position:
The position does not involve in any people management. This position manages petty cash (USD 1,000 and 4,000,000R) at the PU.
Responsibilities and Accountabilities of the Position:
• Manage all payment processes at the PU to ensure complete supporting documents, correct account lines, sufficient receipt books, cheques, petty cash voucher and purchase order in place.
• Prepare monthly financial reports and year end report to ensure the reports are correctly prepared and submitted on time (if applicable at the PU)
• Manage petty cash at the PU to ensure bank and cash transfer, replenishment, and all transactions are correctly administered in accordance with petty cash guideline.
• Enter all transactions in GL at the PU to ensure back-up, logbook and data entering on time (if applicable at the PU)
• Consolidate and record all programme and operation budget plan and expenditures at the PU to ensure budget is correctly prepared in accordance to financial policies and guideline.
• Maintain all PU outgoing and incoming communications (phone/emails) to ensure they are well recorded, informed to concerned staff and kept
• Provide all logistic arrangements at the PU to ensure travel, accommodations and supplies are timely delivered
• Manage all procurements and asset management at the PU to ensure they are well controlled, recorded and stored
Dealing with Problems of the Position:
• This position does not provide with any level of authority for sign off and moreover, most of the outputs expected from this position follow the existing policies and procedures
• This position handles most of the clerical issues which can be solved by refereeing to existing admin and financial policies and procedures
Communications and Working Relationships of the Position:
Internally, the position will coordinate tasks with all PU staff on the daily basis.
Externally, this position will communicate with suppliers and NGOs and governance officials. The frequently communications are mainly with suppliers.
Knowledge, Skills, Behaviors, and Experience Required to Achieve Position’s Objectives:
Education:
• University degree in related field.
Skills:
• Good at time management
• Internal control implementation
• Computer financial record-keeping
• Book keeping
• Fiscal accounting
• Financial reporting
• Administration
• Computer literate
• Good written and spoken English
• Good analytical skills with attention to details
Knowledge:
• Procurement and logistics management
• Correspondence management
• Accounting software, Sun system etc...
• International Accounting Standards
Experience:
• Three years of secretarial experience
• Some accounting experience
• Administration experience
• Logistics/procurement
• Correspondence management
• Computer literate
Attitude:
• Positive attitude towards other colleagues
• Output oriented
• Commitment to working for children/community development
• Good analytical skills and attention to detail
• Willing to accept change at the workplace
• Good team player, cooperative and supportive
• Strictly maintain confidentiality of both official and personal information
• Patient and responsible
Physical Environment and Demands of the Position:
Office base (70%)
Level of Contact with Children of the Position:
This position has medium contact with children
5. Job Description for Production of Quarterly Country Office’s Communications
TERMS OF REFERENCE
Consultancy for the Production of
Quarterly Country Office’s Communications Bundle Elements
I. BACKGROUND
Plan is one of the world’s largest humanitarian organisations with more than seventy years of experience in development work. Plan focuses on community development placing children in the centre of our work. Plan is a non-religious and non-political organisation working with deprived children and their communities to make a lasting change. Established in 1937 Plan today is one of the world’s largest development organisations. Plan presently have programme activities in 48 countries in Asia, Latin America and South America and Africa.
The main part of Plan’s funding comes through sponsorship from Sponsors in 20 countries world wide. The sponsorship programme does not involve direct benefits but supports projects on grassroots level in areas mainly affecting children. Plan has more than one million sponsored children but around 28 million children have been benefiting from our programme activities.
Plan Cambodia was established in Cambodia in 2002 and is now working in the provinces of Siem Reap, Kampong Cham and Ratanakiri. Major programme implementation is related to areas such as basic health care, education, household economic security, income opportunities, child rights and protection, disaster risk reduction and governance to address issues affecting children and youth, especially the marginalised group, in our programme areas.
In an effort to sustain funding sources to live up our mission in promoting child rights to end child poverty, to share our success, and make children’s voice heard; there is a need to make quarterly professional-quality documentation of our work, called communication ‘bundle’. Initiated by the Asia Regional Office, the word “bundle” refers to a package of communications resources that are of high quality and based on a particular theme prioritised by Country Office. The aim of the bundle approach is to ensure that we’re producing a variety of mix-and-match communications resources with lots of visual content useful to the wider organisation and have media appeal. Plan Cambodia needs a qualified consultant to support on this.
II. PURPOSE OF CONSULTANCY
Selected consultant is expected to (1) produce professional-quality story of at least 600 words and to (2) compile facts and figures from both internal (Plan Cambodia) and external sources or research information supporting the topic given by point person from Plan Cambodia. The said outputs will be supported by carrying photos, video, audio, etc. produced by the communications team of Plan Cambodia.
III. AUDIENCE AND METHODOLOGY
The communications bundle elements will be used by Plan staff from a variety of levels and countries in order to report back to donors and to communicate Plan’s effectiveness in providing lasting child poverty solution and will be used with the media as well as current and prospective organisational partners.
The consultant will need to well adhere to Plan style guidelines for writing and edit stories accordingly. S/he will need to submit a detailed invoice to Plan once the quarterly bundle elements is signed off by the point person from Plan Cambodia.
IV. TIMING
Respectively to the four quarters of Plan Cambodia’s fiscal year 2012, the required communications bundle elements must be completed on 25th of September, December, March and July.
V. SKILLS AND QUALIFICATIONS
Must have:
• Excellent English writing and editing skills
• Excellent project coordination abilities
• Strong sense of narrative and storytelling
• Creativity and enthusiasm
• High computer literacy skills
Preferable to have:
• Knowledge of child rights and community development issues
• Working knowledge of Plan, its structure, programmes and work
VI. CONTACT WITHIN PLAN
Working contacts for this project will be the Communications Manager or his assigned team member. The consultant is also expected to liaise with other Plan Cambodia’s colleagues, especially the programme team.
VII. COST AND DELIVERABLES
Rather than giving daily rate, the consultant should provide the fee s/he charges for required quarterly communication bundle elements.
• After a field visit to Plan Cambodia’s target areas to collect the information for communications bundle elements and sign-off of the story by Plan Cambodia’s point person, the consultant is entitled for 50% of the total fee.
• Another 50% will be given to the consultant after the sign-off of facts and figures or research information.
All consultancy costs such as travel, lodging and food, equipment etc. are included in the consultancy fee (from 0629 5B10 2150)
