Procuremement & Logistics Officer

BACKGROUND

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years’ experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.

Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.

Plan International Tanzania has responded to the Burundian Emergency program in Kibondo and Kasulu since October 2015 due to Burundian refugees’ influx with special focus on Case Management, Psychosocial support activities and Education in Emergencies (EiE).

ROLE PURPOSE

Provides the coordination and services in a professional and ethical manner in procurement, logistics and general administration of the office and will be responsible for the management  of the procurement and logistics function of the emergency response programme to ensure adherence to Plan International supply chain operations manual. The Position will contribute and support successful implementation of the projects through provision of effective and efficient programme support services which include:  procurement/purchasing, fleet management, asset management, transportation of goods and services and supplier relations management

Dimensions of the Role

The role is operational level for the Emergency Response program will focus on the implementation of the day to day procurement and logistics activities to ensure improved programme delivery, operational efficiency, compliance with Plan International policies and procedures and will be responsible for the following:

• Implement the Plan International supply chain operations, safety and security policies and procedures
• Procurement management
• Fleet management

• Asset management
• Safety and security management

Accountabilities

Process and coordinate all the Emergency response project Procurements requests:

• In collaboration with the tender panel, invite the price quotation, coordinate the opening and evaluation of the bids, conduct the price analysis for t the approval by the Emergency response manager
• Ensure procurement transactions have adequate and accurate supporting documentation and proper filing to ensure compliance with both Plan International and donor policies
• Work with project staff to coordinate and prepare the emergency response project procurement plans for consolidation at the country office level
• Regular supplier mapping to Identify suppliers with capacity to support programmes and implementation of the procurement plans
• Carry out a market scan for goods and services for programmes delivery
• Implement procurement guidelines and procures
• Work with the programmes to ensure appropriate supplies storage mode and efficient distribution mechanisms and make any recommendations to the emergency response manager when any improvement is needed
• Creation and processing of the purchase orders
• Responsible for preparations and submission of the monthly procurement tracking, asset and stock reports
• Maintains and update the supplier agreement and all the supply chain documents
• Follow up and ensures that all outstanding purchase orders are delivered by the due date, that vendors are paid timely

Fleet management:

• On monthly basis update the fleet management system with correct fuel, maintenance and service data
• Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports to the emergency response manager.
ajira
• Manage staff transport request and ensure proper usage of the vehicles all the time
• Establish & maintain record of all Plan vehicles and motor bikes with all relevant details.
• Ensure all Plan vehicles are fully licensed and insured according to local laws.
• Ensure all Plan vehicles/bikes are parked at a safe and secure place.

Asset register maintenance:

• Responsible for assets management, tracking and reporting
• Take precautions of the office asset safeguarding, documents and records maintenance as required
• In collaboration with the IT Manager, ensure proper and smooth running of the office equipment’s, including back-up power; voice- and data, printers, etc.
• Ensure that all Plan emergence response assets recorded in the asset register and update accordingly.

Security Management and Implementation of Policies:

• Day to day monitoring of safety and security situation in the office, report any issues that requires action by the emergency response manager

Producing Supply Chain Reports:

• On monthly/quarterly basis prepare and submit the procurement, asset and stock management reports

Safeguarding:

• Ensure that all contract entered by suppliers adhere to the child protection issues.
• Ensure that all suppliers/service providers sign the child protection policy before commencement of any service.
• 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.

key relationships

This position reports to the Emergency Response Manager and has a dotted line for technical support to the Head of Procurement and Logistics at Country Office. The incumbent will also work closely with programmes, finance and external stakeholders to include suppliers, partners

Technical expertise, skills and knowledge

Essential:

• University degree in Procurement and Supply chain Management, Logistics or Business management field with a minimum of 3 years of practical experience in similar role at a reputable organization.
• A professional qualification and membership of recognized purchasing and supplies institution.
• Demonstrated relevant progressive experience in similar posts
• Deeper understanding of the various Donor grants procurement rules and guidelines
• Fluent in English and Kiswahili languages

Skills:

• 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
• Ambitious, realistic and action oriented.
• Excellent communication skills
• Strong team player and motivational skills
• Strong negotiating and influencing skills
• Proficient in computer skills

LEVEL OF CONTACT WITH CHILDREN

 Occasional interaction with children

Physical Environment

• The position will be based in Kibondo and frequent travel to the field.