Procurement & Logistics Officer

BACKGROUND

Plan International is an independent development and humanitarian organization 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

Vijana na Ubora, Malengo na Afya (VUMA) project is a 7-years Global Affairs Canada (GAC) funded project, aiming at increasing realisation of Sexual Reproductive Health and Rights (SRHR) for Adolescents Girls and Young Women (AGYW) in all their diversity in Katavi region. The project will increase AGYW’s individual and collective agency by building Sexual Reproductive Health Rights, Sexual Gender Based Violence, Mental Health, infection prevention and control (IPC) and nutrition by empowering them via increased social capital; and by helping them to acquire skills, capacities and increased financial capital. The project will also strengthen the provision of gender and adolescent-responsive and inclusive (GAR&I), integrated and innovative SRHR and protection services and support for AGYW by building community, school, health facility and governmental capacity, infrastructure, planning and management.

In addition, the project will work with local Women Rights Organizations (WROs), Youth Led Organizations (YLOs), adolescent groups and stakeholders to ensure that gender equality (GE), SRHR and protection frameworks, policies and services are gender-responsive and evidence-based.

ROLE PURPOSE

The Procurement Officer will focus on the implementation of the day-to-day procurement and logistics activities to ensure proper project implementation and delivery, operational efficiency, and compliance with donor’s and Plan International policies and procedures. He/she will report to the Project Manager and Dotted to Head of Procurement and Logistics

Dimensions of the Role

• Ensure proper management of project supply chain as per Policies and Procedures
• Develop project Procurement plan and ensure proper implementation
• Coordination of project Logistics and supply chain planning
• Proper management contracts and lease
• Manage and coordinate Vehicle logistics
• Property and fixed asset register management and maintenance
• Manage Security and emergency procurement where needed

Accountabilities

Implementation of Plan Logistics and Procurement Policies, Strategies, Systems and Procedures.

• Ensure that Logistics and Procurement systems and procedures are used in the delivery of the Logistics services for the VUMA Project.
• Lead the procurement processes, provide technical support during the development of tenders’ documents, evaluation criteria, tender opening and evaluation, preparation of the quality tender evaluation reports for approval by the tender panel.
• Check compliance of partners’ organizational policies and procedures as far as supply chain functions are concerned. These will include, fleet management policies, procurement policies and procedures, asset management policies, etc
• Coordinate and follow-ups the implementation of procurement-related Project audit actions
• Support Project Manager by ensuring that all Project logistics and procurement related activities (fleet, assets, transport, supply chain, base setup etc) are well coordinated and managed during the project implementation.
• Participates in review and development of logistics and Project procurement Plan   and of partners as may be required.

Implementation of Sound Supply Chains including Development of Supply Plans for the Project.

• Support Project implementation through efficient and effective procurement of goods and services. This includes monitoring procurement spending, lead times, and procurement status
• Prepare, review and propose to the Project Manager for review and approval the project Procurement Plans
• Provide technical services to project team during drafting of project specific supply plans and annual logistic plans for the Project in conjunction with all partners
• 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
• 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 relationships 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
• Supports the Project Manager to draft procurement tenders for advertisement following the procurement guidelines, oversees open and closed tender procedures and performs bid analysis together with the tender panel; and
• Supports the availability of a pricelist following a standard articles collection/assortment and makes sure that the lists are up to date.

Fleet and Assets Management

• Support the Project team and ensure Project assets are coded and registered as per policy requirements, and ensure timely updated fixed asset register
• Support the Project Manager and partners in the preparation of vehicle accidents reports and ensure timely submission of accident/incident reports to the relevant bodies
• Take measures to safeguard the Project fleet at all times by ensuring, insurance covers are up to date, vehicles are fitted with tracking devices, etc;
• Implements Plan Tanzania fleet management policy and ensure compliance by all staff; and
• Supports the Project Manager to manage staff transport at all times and ensure proper usage and cleanliness of the vehicles by staff, including those in the field.

Support implementation of Security Plan and implementation of Policies.

• Support the Project Manager to coordinate and ensures that all accommodation for expatriates and staff are properly guarded and secured, (fences, gates), and take appropriate corrective action when needed
• Liaise with the Project Manager and give advice about and assists with guarding/security issues related to office compounds in consultation with the landlord
• Implement guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc) and ensures their proper implementation
• Offer security advice to locals and visitors
• Supports ensuring the safety of the office at all times by putting measures to militate against theft, or threats to office security
• Support and apply the appropriate technology to secure premises, assets and staff; and
• Maintain the records of all incidents and the incident report tracking

Contract Management and Compliance.

• Coordinate and ensure all contracts capture the best interest of the Plan International and donor  
• Support preparation of service contracts and ensure all policy documents for Plan International are included, these include, the Safeguarding Children and Young People Policy, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy
• Ensure all Project contracts are timely reviewed, approved and signed in accordance to RACI Matrix
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• Ensure contract management tool/tracker is timely updated.

 Support of Departmental Budgets and Contribute to the Budgeting Process.

• Support the Project Manager to manage office administration related budgets and ensure proper spending at all times
• Support the Project during the annual and project budget process (PIP) in terms of providing information on procurement goods and the prices
• Support in the preparation of the Project budget at the end of the financial year

Develop and Implement an Effective Purchase Tracking System for the Procurement Unit

• Create, update and share monthly Project purchase tracking reports with the requesters and budget holders
• Maintains records of all purchases, agreements, and contracts and ensures regular updates where necessary.
• Follow up and ensures that all outstanding purchase orders are delivered by the due date.

Communications and Working Relationships:

Internal:

• This position works closely with the Project Manager at Katavi Office and the Country Office Procurement team (high)
• This position works closely with vendors and suppliers (High)

External:

This position works closely with the procurement team of implementing partner organizations (high)

Key relationships

• VUMA Project team in Katavi Region & VUMA team in country office
• Plan Head of Procurement and Logistics  and Partners’ Procurement staff
• Functional networks within Plan including counterpart at Plan International Canada

Technical expertise, skills and knowledge

Required experience and Qualifications

Education and Experience

• Bachelor’s degree in Logistics, Procurement and Supplies management, or Supply Chain Management with at least 3 years of practical experience in similar field
• 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 an environment with significant scale of country wide logistics management including procurements, export and imports
• Clear exposure to Emergency contexts as an added value
• Demonstrated relevant progressive experience in similar filed
• Deeper understanding of the various Donor grants procurement rules and guidelines and
• Excellent communication and customer care skills
• Fluent in English and Kiswahili languages

Knowledge

• In-depth understanding of Generally Accepted Principles of Integrity in supply chain and procurement

• Knowledge of gender transformative approach in Procurement and supply chain
• Demonstrated knowledge in developing of procurement plan and budget
• Knowledge in supervising multiple partners with complex relationships

Skills

• Analytical and problem-solving skills
• Proficient computer skills in Microsoft applications and accounting packages
• Ability to work under multidisciplinary and multicultural environment
• Meticulous attention to detail with superb organizational skills
• Excellent communication skills, with demonstrated ability to write financial reports
• Excellent communication skills.
• Fluent spoken and written English and Kiswahili

Behaviors

• Hardworking with capacity to work independently with minimum supervision
• Honest, integrity, open and transparent personality.
• Working towards achieving a team goal
• Be able to Respect all groups of people in the community and culturally sensitive
• Persuasive and able to work with different cultural settings
• Motivated, energetic and strives to develop and support other
• Result oriented and able to work independently and as part of a team.
• Working for the best interest of the organisation and children
• Appreciate of child rights and gender equality

Desirable

• Knowledge and experience with Global Affairs Canada’s (GAC’s) project management
• Solid proficiency in using computer software
• Experience managing and knowledge of project that support girls’ rights
• Strong presentation, team-building and interpersonal skills
• Analytical thinker with strong conceptual and problem-solving skills.
• Commitment to girls’ development and a values-driven work environment.
• Operate in a high-pressure deadline-driven environment with professionalism

• Managing project with strict reporting deadlines
• Working with the project team and ensure project results are achieved timely without compromising quality
• Good command over conflict resolution while maintaining important relationships: Capability to resolve conflicts
• Plan and schedule own work and selecting appropriate methods/tools for delivery.
• Understanding of data privacy standards

Physical Environment

• Working environment will include both typical office environment and field environment
• The position requires regular field travels, at least 20% of the work

Level of contact with children

Low contact: No interaction or low frequency of interaction with children

values

We are open and accountable

• Promotes a culture of openness and transparency, including with partners 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.