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.

ROLE PURPOSE

This role will support Plan International Tanzania’s work by ensuring implementation of the country procurement – sourcing strategy and alignment with both donor and organizational procurement standards, policies and procedures through a strong and reliable supply base for timely project delivery.

Dimensions of the Role

• Responsible for the implementation of Plan International and donor Procurement Policies, Strategies and Procedures.
• Oversee the country coordination and implementation of the Procurement plans
• Responsible for suppliers contract management, renewals and tracking
• Development and management of the reliable supply base through a competitive procurement process to the Long-term Agreements (LTAs) and prequalification of suppliers
• Conducting the market surveys, prequalification of suppliers, suppliers reference checks/vetting, maintenance of reliable and strong suppliers’ database
• Responsible for the Supplier’s performance management and contract administration for all Plan International Tanzania offices.
• Ensure best value for money is achieved through competitive and transparent sourcing, timely project delivery and support
• Manage key supplier relationships to develop strong strategic partnerships with critical and major suppliers.
• Provide technical support to projects implementing Partners.
• Perform any other assigned task within the procurement and logistics unit/supply chain function

Accountabilities

Strategic Planning

• Contribute to the development of the sourcing strategic planning and implementation of the sourcing competitive approaches within the country
• Be the country champion of the procurement Planning to include a good knowledge of the market’s trends for the goods and services, prices, embrace categories of spend, projects demand and right sourcing
• On an annual or multi-year basis consolidating Projects’ forecasted needs, as detailed in the Project Operational Plans and Project Budgets, so as to action key supply activities as early as possible.

Sourcing of goods and services

• Work with the key stakeholders both internal and external to continually review the internal and external environments and identify potential suppliers to add value to Plan Tanzania operations through effective and efficient sourcing.
• Develop sourcing approaches to meet programme supply needs based on project operational plans, procurement procedures and project demands
• Plan and implement complex sourcing processes to include competitive quotations and tenders to ensure optimal sourcing outcomes
• Ensure all appropriate due diligence checks and risk assessments are carried out in line with organisational policy
• Setting and processing Long Term Agreement (LTAs) with reliable suppliers for supply of common goods and services through Plan International applicable procurement procedures and donor compliance
• Maintain and updating country reliable vendors data base through market surveys, SAP vendors registration, conducting supplier reference checks and Anti-Terrorism Screening and getting Long Term Agreements in place ahead of time.

Supplier Management and Performance

• Supplier management and performance including measuring, analysing and managing a supplier’s ability to meet, and preferably exceed, their contractual obligations with Plan International
• Support supplier selection and contracting activities by undertaking market surveys, running tenders for setting up contracts and Long-Term Agreements (LTAs) where appropriate for selected supplies for the Country Office and field offices.
• Manage the supply base by tracking supplier performance, actively liaising with suppliers, and undertaking supplier risk management e.g. vetting, ATS checks, SAP registration etc
• Make suppliers aware of Plan International values, policies and procedures and their need to comply as part of agreements.
• Ensure we only work with vetted, high quality suppliers that comply with Plan International policies, procedures and donor requirements.
• Coordinate the meeting with the suppliers and programmes, review performance, service, quality, delivery, seek feedback on Plan’s contract management (e.g. payments on time, receipting, communications) and to clearly document any performance issues, any failure to meet contractual obligations, any decisions, or actions to be taken.

Team Management and Capacity Building

• Conduct performance reviews and build capacity of the Procurement and logistics coordinators, ensuring existence of procurement plans are in all field offices with regular field travel and provide the needed support
• Develop strong relationships with field office programmes to support them in improving their Procurement practices and review all Procurement Plans together with the support from the Head of Procurement and Logistics

Performance Management and Reports

• Produce procurement management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of sourcing services
• Support the Head of Procurement and Logistics in monitoring the Procurement function performance against KPIs and targets, standards, developing and implementing the necessary corrective actions for sourcing activities to improve performance.
• Ensuring all financial benefits from sourcing are documented

Governance

• Promote and ensure compliance to our Procurement Policy, Procedures and quality standards
• Implement and ensure compliance to Plan International Global operations manual Logistics and Procurement and established procedures
• Set a strong tone from the top that fraud is unacceptable and is a zero tolerance

• 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 Head of Procurement and Logistics and has a dotted line for technical support to the Procurement and Logistics Coordinators in field offices. The incumbent will also work closely with programmes, finance and external stakeholders to include suppliers, partners

Technical expertise, skills and knowledge

 

Qualifications

• Bachelor degree in Procurement and Logistics 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 and Skills

• Minimum of 5 years of relevant experience working in Procurement, preferably in an NGO/and/or development program, with in depth experience in managing complex sourcing processes and supplier relationships
• Solid knowledge and experience of planning and implementing sourcing activity and processes
• Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities
• Familiarity with the local and regional supplier markets
• Experience in some of our key programmatic categories (Supply chain, construction, humanitarian, education, medical supplies, consultancies etc)
• Knowledge of NGO/ Donor policies and their compliance requirements in respect of procurement and wider supply chain activity
• Competency in procurement reporting, monthly KPI reports
• Willingness to undertake field travel as required and work in difficult environments according to travel environments
• High level of computer literacy. Especially excellent MS Excel/Word skills.
• SAP/ERP skills
• Excellent oral and written communication skills; Fluency in spoken and written English
• Humanitarian context exposure
• Capacity building and coaching
• Planning and organizing
• Problem solving
• Strong negotiating, facilitating and influencing
• Advisory on technical and performance management matters

Behaviors

• 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.

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.

 

Physical Environment

Working environment will include both typical office environment and field environment

The position requires regular field travels

 

Level of contact with children

Low contact: No contact or very low frequency of interaction