Procurement & Logistics 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 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.

The role is operational level for the program unit, will focus on the implementation of the day to day procurement and logistics activities to ensure improved programme delivery, operational efficiency, compliance with both donors and Plan International policies and procedures.

Dimensions of the Role

• Manage the programme unit procurement function, implement procurement and logistics policies and procedures;
• Effective procurement planning and tracking;
• Fleet management and coordination;
• Ensure timely supplier‛s payment for goods, works, consultancy and services;
• Property and fixed asset register maintenance; and
• Safety and security management.

Accountabilities

Key Result Area (KRA) 1: Manage the programme unit procurement function, implement procurement and logistics policies and procedures

• In collaboration with the tender panel, invite the price quotation, coordinate the opening and evaluation of the bids, complete the bid evaluation reports, the price analysis for final approval by the management/Programme Unit Manager;
• Ensure procurement transactions have adequate and accurate supporting documentation and proper filing to ensure compliance with both donors and Plan International policies and procedures;
• 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 and logistics guidelines and procedures;
• Work with the programmes to ensure appropriate supplies storage mode and efficient distribution mechanisms and make any recommendations to the Head of Procurement and Logistics when any improvement is needed; and
• Create Purchase Orders in SAP

KRA 2:  Coordinate procurement planning, develop and implement an effective purchase tracking system for the Procurement Unit:

• Create, update and share monthly SAP purchase tracking report with the budget holders and country office procurement unit as per agreed standards;
• Coordinate and facilitate the procurement planning to involve the budget holders/programmes, ensure periodic reviews for improved programme delivery;
• Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary; and
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• Follow up and ensures that all outstanding purchase orders are delivered by the due date.

KRA 3: Effect fleet management and coordination:

• Prepare vehicle monthly reports, logbook-, trip-, and fuel records, monitors’ utilization, maintenance and fuel consumption and carry out monthly fuel and maintenance spend analysis for review by the country administration coordinator before submission to the Head of Procurement and Logistics at Country Office;
• Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports to the Programme Unit Manager for review before submission to the Country Office;
• Take measures to safeguard the Plan Tanzania fleet at all times by ensuring, insurance covers are up to date, vehicles are fitted with tracking devices, etc.
• Manage staff transport at all times and ensure proper usage of the vehicles by staff, including those in the field;
• 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; and
• Ensure all PU vehicles/bikes are parked at a safe and secure place.

KRA 4: Property and 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 Programme Unit Manager;
• Ensures all precautions for asset and office security are maintained by the security guards and other staff;
• 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.; and
• Ensure that all Plan emergence response assets recorded in the asset register and update accordingly.

KRA 5: Security plan management and implementation of policies:

• Day to day monitoring of safety and security situation in the office, programme area, report and issues that requires action to the Programme Unit Manager

• 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

The post holder will be required to maintain effective working relationship with the Programme Unit administration assistant, finance, programmes, suppliers and the procurement and logistics unit at Country Office.

Technical expertise, skills and knowledge

Knowledge

• Bachelor’s degree in   Logistics, Procurement and Supplies management, or Supply Chain Management with at least 3 years of practical experience in similar position;
• 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; and
• Fluent in English and Kiswahili languages

Skills

• Planning and organizing
• Demonstrated skills in procurement cycle management
• Fleet and asset management
• Negotiating skills
• SAP/ERP management