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About this job
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 this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
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.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Role Purpose
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 this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
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.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Summary of the position
This role will support Plan Tanzania’s work by ensuring that at organization level, there is fair application in all procurement process, competitive, transparent, and non-discriminatory and value for money procurement, to administer resources allocated provide technical and operational advice to the Organization with donor requirements, Plan International policies and procedures
Implementation of Plan International Procurement Policies, Strategies, Systems and Procedures.
Prepare, coordinate and implement Procurement plans
Contract Management and Compliance
Budget preparation and management
To assist in preparation and management of all procurement contracts
Coordinate country office procurement functions
Ensure compliance with Plan’s procurement procedures and due diligences
Ensure timely supplier‛s payment for goods, works, consultancy and services
Procurement tracking and monitoring
Suppliers Compliance to Plan Policies
Perform any other assigned task within the procurement and logistics unit
Key Responsibilities
Implementation of Plan International Procurement Policies, Strategies, Systems and Procedures.
Ensure that procurement systems and procedures are used in the delivery of the procurement services throughout Plan Tanzania
He/she is part of the tender panel to lead the procurement processes, provide technical support during development of tenders documents, evaluation criteria, tender opening and evaluation, preparation of the quality tender evaluation reports for approval by the director of operations.
Coordinate and follow-ups the implementation of procurement-related audit actions in the country
Implements procurement systems and procedures for use in timely programme delivery throughout Plan Tanzania
Support implementation and compliance of the organizational policies and procedures as far as procurement function is concerned.
Participates in review and development of procurement strategies at country level as may be required. He/ she is expected to input into region processes in the areas of procurement; and
Supports the Head of Procurement and Logistics and capacity build teams on Plan Operational manual and assesses its application in the country context.
Implementation of Sound Procurement Function Including Development of Procurement Plans for all Programme/ Projects
Prepare Request for Quotations (RfQ)/Proposals/Tenders and following review of the Head of Procurement and Logistics, invite the quotation/proposals/tenders minding the thresholds related requirements and the applicable procurement method, coordinate with the tender panel for timely opening and assessment/evaluation of quotes and/or bids, prepare the evaluation report or canvass or bid analysis sheet for reviews and approvals for the contract award
Support country programs implementation through efficient and effective procurement of goods and services. This includes, monitoring procurement spend, lead times and procurement status
Prepare, review and propose to Head of Procurement and Logistics for approval of the departmental Procurement Plans
Provide technical services to project managers/directors during drafting of project specific procurement plans at the Country Office in conjunction with all stakeholders
Responsible for drafting of procurement tenders for advertisement following the procurement guidelines
Oversees open and closed tender procedures and performs bid analysis together with the tender panel
Coordinates local procurement and support Head of Procurement and Logistics on International procurement when necessary and help to manage the importation and customs clearance of goods
Ensure the market survey is regularly conducted to identify potential suppliers to ensure value for money through right sourcing of goods and services in line with the business demands
Manage the supplier contracts for the supply of goods and services to ensure continued parties good relationship and ensure suppliers performance is regularly conducted.
Supports and implements strategic partnerships with Suppliers for the supply of goods and services for the purpose of quality program implementation; and
Supports the availability of a pricelist following a standard articles collection/assortment and make sure that the lists are up to date
Manage procurement functions and provide support to staff undertaking procurement activities
Effectively manage communication on procurement activities with management at Country Office
Promote integration and standardization of procurement management activities in line with policies and procedures
Coordinate all procurement processes leading to advertisement and or publication of call for tender notices
Coordinate interactions and relationship with departments and projects to improve communication and programme support function
Spearhead the processing of purchase requisitions from various departments, projects and or field offices and provide weekly status report to supervisor and staff for appropriate actions
Oversee payment for goods, works, and services delivered within a period of 30 days
Provide monthly performance report and progress of procurement activities to the Head of Procurement and Logistics
Coordinate importation process and prevent Plan from incurring demurrage
Contract Management and Compliance.
Coordinate and ensure all contracts captures the best interest of Plan
Support preparation of service contracts and ensure all policy documents for Plan International are included, these include, Safeguarding Children and Young People Policy, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy
Ensure all Plan Tanzania contract are timely reviewed and approved by a legal counsel; and
Ensure contract management tool/tracker is timely updated.
Support of Preparation of the Departmental Budgets and Contribute to the Budgeting
Process.
Support Head of Procurement and Logistics to manage Office administration related budgets and ensure proper spending at all times
Support programs during the annual and project budget process in terms of providing information on procurement goods and the prices
Support in preparation of departmental budget at the end of the financial year and submit the same to the Head of Procurement and Logistics; and
Support to monitor the departmental budgets spend and support Head of Procurement and Logistics in avoiding under or over spending due to procurement and other logistics activities in the Procurement and Logistics function.
Develop and Implement an Effective Purchase Tracking System
Create, update and share monthly Country Office purchase tracking report with the requesters and budget holders
Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary.
Follow up and ensures that all outstanding purchase orders are delivered by the due date.
Suppliers Compliance to Plan Policies
Ensure that all contract entered by suppliers adhere to Plan policies- Safeguarding Children and Young People Policy, Anti-Fraud and Anti-Corruption Policy, Anti-Terrorism Policy, Gender Equality Policy and Code of Conducts
Ensure Timely Payment for Goods, Works, Consultancy and Services
Request vendors to submit invoices no later than 5 working days following the delivery of good or provision of services.
Track all incoming invoices to monitor their payment and share with the supervisor a weekly statement on processing invoices.
Ensure payment of goods, works, and services delivered is done within 30 days from the receipt of authentic invoice and correct supporting documents.
Dealing with Problems
Supports innovative processes for Plan Tanzania Procurement and Logistics operations
Collaborate with Head of Procurement and Logistics to strengthen quality of Plan Tanzania Procurement operations
Promotes innovation and learning
Communicates effectively to different levels of the organisation
Establishes strong working relationships with colleagues from different functions and cultures; and
Works with external contacts and models integrity at all times.
Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives
Education and Experience
Bachelor’s degree in Logistics, Procurement and Supplies management, or Supply Chain Management with at least 5 years of practical experience in similar position
Must be a holder of CPSP (T) and registered with the Procurement and Supplies Professionals and Technicians Board (PSPTB) or a professional qualification and membership of recognized procurement and supplies institution
Experience in environment with significant scale of country wide logistics management including procurements, export and imports
Clear exposure to Emergency contexts
Demonstrated relevant progressive experience in similar posts
Deeper understanding of the various Donor grants procurement rules and guidelines and
Fluent in English and Kiswahili languages.
Behaviours
Models and promotes efficient services
Instil customer care attitude in teams
Promotes the development of effective systems and policies
Promotes innovation and learning
Clear and effective communication
Models integrity
Builds motivated, proactive, effective and committed teams in all the support areas;
To model best practices and excellence in support services delivery to plan and partners
Products and services comply with quality standards; and
Ambitious, realistic and action oriented.
Skills
Humanitarian context exposure
Capacity building and coaching
Planning and organizing
Strong Supply chain issues and how they link with Project management
Problem solving
Strong team building and motivation
Ability to work in a multicultural and multidisciplinary environment
Strong negotiating, facilitating and influencing
Advisory on technical and performance management matters
SAP/ERP skills
Budgeting and budget control
Level of contact with children
Occasional interaction with children
Physical Environment
The position will be based in Dar es Salaam and frequent travel to the field.
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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 International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
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
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.
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 this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
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.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Role Purpose
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 this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
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.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Summary of the position
This role will support Plan Tanzania’s work by ensuring that at organization level, there is fair application in all procurement process, competitive, transparent, and non-discriminatory and value for money procurement, to administer resources allocated provide technical and operational advice to the Organization with donor requirements, Plan International policies and procedures
Implementation of Plan International Procurement Policies, Strategies, Systems and Procedures.
Prepare, coordinate and implement Procurement plans
Contract Management and Compliance
Budget preparation and management
To assist in preparation and management of all procurement contracts
Coordinate country office procurement functions
Ensure compliance with Plan’s procurement procedures and due diligences
Ensure timely supplier‛s payment for goods, works, consultancy and services
Procurement tracking and monitoring
Suppliers Compliance to Plan Policies
Perform any other assigned task within the procurement and logistics unit
Key Responsibilities
Implementation of Plan International Procurement Policies, Strategies, Systems and Procedures.
Ensure that procurement systems and procedures are used in the delivery of the procurement services throughout Plan Tanzania
He/she is part of the tender panel to lead the procurement processes, provide technical support during development of tenders documents, evaluation criteria, tender opening and evaluation, preparation of the quality tender evaluation reports for approval by the director of operations.
Coordinate and follow-ups the implementation of procurement-related audit actions in the country
Implements procurement systems and procedures for use in timely programme delivery throughout Plan Tanzania
Support implementation and compliance of the organizational policies and procedures as far as procurement function is concerned.
Participates in review and development of procurement strategies at country level as may be required. He/ she is expected to input into region processes in the areas of procurement; and
Supports the Head of Procurement and Logistics and capacity build teams on Plan Operational manual and assesses its application in the country context.
Implementation of Sound Procurement Function Including Development of Procurement Plans for all Programme/ Projects
Prepare Request for Quotations (RfQ)/Proposals/Tenders and following review of the Head of Procurement and Logistics, invite the quotation/proposals/tenders minding the thresholds related requirements and the applicable procurement method, coordinate with the tender panel for timely opening and assessment/evaluation of quotes and/or bids, prepare the evaluation report or canvass or bid analysis sheet for reviews and approvals for the contract award
Support country programs implementation through efficient and effective procurement of goods and services. This includes, monitoring procurement spend, lead times and procurement status
Prepare, review and propose to Head of Procurement and Logistics for approval of the departmental Procurement Plans
Provide technical services to project managers/directors during drafting of project specific procurement plans at the Country Office in conjunction with all stakeholders
Responsible for drafting of procurement tenders for advertisement following the procurement guidelines
Oversees open and closed tender procedures and performs bid analysis together with the tender panel
Coordinates local procurement and support Head of Procurement and Logistics on International procurement when necessary and help to manage the importation and customs clearance of goods
Ensure the market survey is regularly conducted to identify potential suppliers to ensure value for money through right sourcing of goods and services in line with the business demands
Manage the supplier contracts for the supply of goods and services to ensure continued parties good relationship and ensure suppliers performance is regularly conducted.
Supports and implements strategic partnerships with Suppliers for the supply of goods and services for the purpose of quality program implementation; and
Supports the availability of a pricelist following a standard articles collection/assortment and make sure that the lists are up to date
Manage procurement functions and provide support to staff undertaking procurement activities
Effectively manage communication on procurement activities with management at Country Office
Promote integration and standardization of procurement management activities in line with policies and procedures
Coordinate all procurement processes leading to advertisement and or publication of call for tender notices
Coordinate interactions and relationship with departments and projects to improve communication and programme support function
Spearhead the processing of purchase requisitions from various departments, projects and or field offices and provide weekly status report to supervisor and staff for appropriate actions
Oversee payment for goods, works, and services delivered within a period of 30 days
Provide monthly performance report and progress of procurement activities to the Head of Procurement and Logistics
Coordinate importation process and prevent Plan from incurring demurrage
Contract Management and Compliance.
Coordinate and ensure all contracts captures the best interest of Plan
Support preparation of service contracts and ensure all policy documents for Plan International are included, these include, Safeguarding Children and Young People Policy, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy
Ensure all Plan Tanzania contract are timely reviewed and approved by a legal counsel; and
Ensure contract management tool/tracker is timely updated.
Support of Preparation of the Departmental Budgets and Contribute to the Budgeting
Process.
Support Head of Procurement and Logistics to manage Office administration related budgets and ensure proper spending at all times
Support programs during the annual and project budget process in terms of providing information on procurement goods and the prices
Support in preparation of departmental budget at the end of the financial year and submit the same to the Head of Procurement and Logistics; and
Support to monitor the departmental budgets spend and support Head of Procurement and Logistics in avoiding under or over spending due to procurement and other logistics activities in the Procurement and Logistics function.
Develop and Implement an Effective Purchase Tracking System
Create, update and share monthly Country Office purchase tracking report with the requesters and budget holders
Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary.
Follow up and ensures that all outstanding purchase orders are delivered by the due date.
Suppliers Compliance to Plan Policies
Ensure that all contract entered by suppliers adhere to Plan policies- Safeguarding Children and Young People Policy, Anti-Fraud and Anti-Corruption Policy, Anti-Terrorism Policy, Gender Equality Policy and Code of Conducts
Ensure Timely Payment for Goods, Works, Consultancy and Services
Request vendors to submit invoices no later than 5 working days following the delivery of good or provision of services.
Track all incoming invoices to monitor their payment and share with the supervisor a weekly statement on processing invoices.
Ensure payment of goods, works, and services delivered is done within 30 days from the receipt of authentic invoice and correct supporting documents.
Dealing with Problems
Supports innovative processes for Plan Tanzania Procurement and Logistics operations
Collaborate with Head of Procurement and Logistics to strengthen quality of Plan Tanzania Procurement operations
Promotes innovation and learning
Communicates effectively to different levels of the organisation
Establishes strong working relationships with colleagues from different functions and cultures; and
Works with external contacts and models integrity at all times.
Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives
Education and Experience
Bachelor’s degree in Logistics, Procurement and Supplies management, or Supply Chain Management with at least 5 years of practical experience in similar position
Must be a holder of CPSP (T) and registered with the Procurement and Supplies Professionals and Technicians Board (PSPTB) or a professional qualification and membership of recognized procurement and supplies institution
Experience in environment with significant scale of country wide logistics management including procurements, export and imports
Clear exposure to Emergency contexts
Demonstrated relevant progressive experience in similar posts
Deeper understanding of the various Donor grants procurement rules and guidelines and
Fluent in English and Kiswahili languages.
Behaviours
Models and promotes efficient services
Instil customer care attitude in teams
Promotes the development of effective systems and policies
Promotes innovation and learning
Clear and effective communication
Models integrity
Builds motivated, proactive, effective and committed teams in all the support areas;
To model best practices and excellence in support services delivery to plan and partners
Products and services comply with quality standards; and
Ambitious, realistic and action oriented.
Skills
Humanitarian context exposure
Capacity building and coaching
Planning and organizing
Strong Supply chain issues and how they link with Project management
Problem solving
Strong team building and motivation
Ability to work in a multicultural and multidisciplinary environment
Strong negotiating, facilitating and influencing
Advisory on technical and performance management matters
SAP/ERP skills
Budgeting and budget control
Level of contact with children
Occasional interaction with children
Physical Environment
The position will be based in Dar es Salaam and frequent travel to the field.
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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 International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
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
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.