Job Description
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 child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.
We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.
Dimensions of the Role
The role is operational level for the ER 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 for the following:
- Coordinate and Implement the Supply Chain Policies and Procedures
- Effective Procurement Tracking
- Fleet Coordination and Fleet System Management
- Property and fixed asset register maintenance
- Security and emergency procurement
Accountabilities
Coordinate and Implement the Supply Chain Policies and Procedures:
- In collaboration with the tender panel, prepare request for quotation, invite the price quotation, coordinate the opening and evaluation of the bids, conduct the price analysis together with tender panel members for the review by the Procurement and Logistics Manager before final approval by the ERM or designee
- Ensure procurement transactions have adequate and accurate supporting documentation and proper filing to ensure compliance with Plan International policies and procedures
- Assist to carry out a market scan for goods and services for programmes delivery
- Implement the procurement and logistics policies and procedures
- Work with the storekeeper to ensure appropriate supplies storage mode and efficient distribution mechanisms and make any recommendations to the procurement and logistics manager when any improvement is needed
- Expediting and tracking purchase orders.
- Compile suppliers Invoices and ensure weekly submission to Finance for payment.
- Ensuring that goods and services are purchased at the right price, time, from the right source and delivered at right destination
- Responsible for submission/sharing of the weekly procurement tracker every Friday (to budget holders, ERM and DERM) to keep the team updated and identifying any gaps for any corrective measures
- Follow up and ensures that all outstanding purchase orders are delivered by the due date.
- Work with storekeeper to establish stock re order levels and share reports to procurement and Logistics manager.
Fleet Coordination and Fleet System Management
- Monthly update of the fleet system with fleet details, fuel and maintenance data, prepare monthly fleet reports for fuel, maintenance and services,
- carry out analysis for fuel consumption and fleet cost analysis for review by the Procurement and Logistics Manager before submission to ERM and the administration coordinator at Country Office.
- Monitor and track fleet accidents, ensure timely and accurate preparation of accident/incident reports to the Procurement and logistics manager.
- Manage staff transport requests at all times for efficient usage of the vehicles and trip planning including managing weekly trip requests from the team.
- Ensure all Plan vehicles are fully licensed and insured according to local laws.
- Ensure all PU vehicles/ three-wheelers are parked at a safe and secure place.
Property and Fixed Asset Register Maintenance:
- Responsible for assets reporting at any time on the technical condition, maintenance needs, lifetime/expiry (replacement, retirement), usage and returns of all physical assets including vehicles, (rented) compounds, buildings and their technical infrastructure to the Procurement and Logistics Manager
- Ensures all precautions for asset and office security are maintained by the security guards and other staff
- Keep record of rented premises and ensure on time renewals and payments.
- 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 and issues that requires action to the Procurement and Logistics Manager
- Produce monthly security situation report end of each month
Child Protection:ajira
- 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.
- Promotes and abides by internal policies and procedures including but not limited to: Child Protection Policy; Code of Conduct; mandatory reporting responsibility.
Information and coordination:
- Identifies and proposes innovative processes for PU procurement and Logistics operations
- Collaborate with other Procurement and logistics staff at the PUs and CO to strengthen quality of Plan Tanzania Procurement and Logistics Operations.
- Successfully handles multiple operations tasks and initiatives.
- Promotes innovation and learning
- 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.
Technical expertise, skills, and knowledge
Essential:
- University degree/advanced diploma in Procurement and Supply chain Management, Procurement and Logistics with a minimum of 3 years of practical experience in similar role at a reputable organization.
- Qualifications and experience in transport/fleet management is added advantage
- A professional qualification and membership of recognized purchasing and supplies institution.
- Procurement experience for donor funded projects
- 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
- Ambitious, realistic and action oriented.
- Analytical and problem solving skills
- 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.
- 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.
Location: Kibondo
Reports to: Procurement & Logistics Manager
Grade: C2
Closing Date: 15th May, 2020