Role Purpose

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.

Summary of the position

This role will support Plan Tanzania’s work by ensuring that at organization level, there is fair application in all procurement process, competitive, transparent, and non-discriminatory and value for money procurement, to administer resources allocated provide technical and operational advice to the Organization with donor requirements, Plan International policies and procedures

• Implementation of Plan International Procurement Policies, Strategies, Systems and Procedures.
• Prepare, coordinate and implement Procurement plans
• Contract Management and Compliance
• Budget preparation and management
• To assist in preparation and management of all procurement contracts
• Coordinate country office procurement functions
• Ensure compliance with Plan’s procurement procedures and due diligences
• Ensure timely supplier‛s payment for goods, works, consultancy and services
• Procurement tracking and monitoring
• Suppliers Compliance to Plan Policies
• Perform any other assigned task within the procurement and logistics unit

Key Responsibilities

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

• Ensure that procurement systems and procedures are used in the delivery of the procurement services throughout Plan Tanzania
• He/she is part of the tender panel to lead the procurement processes, provide technical support during development of tenders documents, evaluation criteria, tender opening and evaluation, preparation of the quality tender evaluation reports for approval by the director of operations.
• Coordinate and follow-ups the implementation of procurement-related audit actions in the country
• Implements procurement systems and procedures for use in timely programme delivery throughout Plan Tanzania
• Support implementation and compliance of the organizational policies and procedures as far as procurement function is concerned.
• Participates in review and development of procurement strategies at country level as may be required. He/ she is expected to input into region processes in the areas of procurement; and
• Supports the Head of Procurement and Logistics and capacity build teams on Plan Operational manual and assesses its application in the country context.

Implementation of Sound Procurement Function Including Development of Procurement Plans for all Programme/ Projects

• Prepare Request for Quotations (RfQ)/Proposals/Tenders and following review of the Head of Procurement and Logistics, invite the quotation/proposals/tenders minding the thresholds related requirements and the applicable procurement method, coordinate with the tender panel for timely opening and assessment/evaluation of quotes and/or bids, prepare the evaluation report or canvass or bid analysis sheet for reviews and approvals for the contract award

• Support country programs implementation through efficient and effective procurement of goods and services. This includes, monitoring procurement spend, lead times and procurement status
• Prepare, review and propose to Head of Procurement and Logistics for approval of the departmental Procurement Plans
• Provide technical services to project managers/directors during drafting of project specific procurement plans at the Country Office in conjunction with all stakeholders
• 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
• Coordinates local procurement and support Head of Procurement and Logistics on International procurement when necessary and help to manage the importation and customs clearance of goods
• 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 relationship 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; and
• Supports the availability of a pricelist following a standard articles collection/assortment and make sure that the lists are up to date
• Manage procurement functions and provide support to staff undertaking procurement activities

• Effectively manage communication on procurement activities with management at Country Office
• Promote integration and standardization of procurement management activities in line with policies and procedures
• Coordinate all procurement processes leading to advertisement and or publication of call for tender notices
• Coordinate interactions and relationship with departments and projects to improve communication and programme support function
• Spearhead the processing of purchase requisitions from various departments, projects and or field offices and provide weekly status report to supervisor and staff for appropriate actions
• Oversee payment for goods, works, and services delivered within a period of 30 days
• Provide monthly performance report and progress of procurement activities to the Head of Procurement and Logistics
• Coordinate importation process and prevent Plan from incurring demurrage

Contract Management and Compliance.

• Coordinate and ensure all contracts captures the best interest of Plan
• Support preparation of service contracts and ensure all policy documents for Plan International are included, these include, Safeguarding Children and Young People Policy, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy
• Ensure all Plan Tanzania contract are timely reviewed and approved by a legal counsel; and
• Ensure contract management tool/tracker is timely updated.

Support of Preparation of the Departmental Budgets and Contribute to the Budgeting

Process.

• Support Head of Procurement and Logistics to manage Office administration related budgets and ensure proper spending at all times
• Support programs during the annual and project budget process in terms of providing information on procurement goods and the prices
• Support in preparation of departmental budget at the end of the financial year and submit the same to the Head of Procurement and Logistics; and
• Support to monitor the departmental budgets spend and support Head of Procurement and Logistics in avoiding under or over spending due to procurement and other logistics activities in the Procurement and Logistics function.

Develop and Implement an Effective Purchase Tracking System

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

Suppliers Compliance to Plan Policies

Ensure that all contract entered by suppliers adhere to Plan policies- Safeguarding Children and Young People Policy, Anti-Fraud and Anti-Corruption Policy, Anti-Terrorism Policy, Gender Equality Policy and Code of Conducts

Ensure Timely Payment for Goods, Works, Consultancy and Services

• Request vendors to submit invoices no later than 5 working days following the delivery of good or provision of services.
• Track all incoming invoices to monitor their payment and share with the supervisor a weekly statement on processing invoices.
• Ensure payment of goods, works, and services delivered is done within 30 days from the receipt of authentic invoice and correct supporting documents.

Dealing with Problems

• Supports innovative processes for Plan Tanzania Procurement and Logistics operations
• Collaborate with Head of Procurement and Logistics to strengthen quality of Plan Tanzania Procurement operations
• Promotes innovation and learning
• Communicates effectively to different levels of the organisation
• Establishes strong working relationships with colleagues from different functions and cultures; and
• Works with external contacts and models integrity at all times.

Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives

Education and Experience

• Bachelor’s degree in   Logistics, Procurement and Supplies management, 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 in environment with significant scale of country wide logistics management including procurements, export and imports
• Clear exposure to Emergency contexts
• 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.

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; and
• Ambitious, realistic and action oriented.

Skills

• Humanitarian context exposure
• Capacity building and coaching
• Planning and organizing
• Strong Supply chain issues and how they link with Project management

• Problem solving
• Strong team building and motivation
• Ability to work in a multicultural and multidisciplinary environment
• Strong negotiating, facilitating and influencing
•  Advisory on technical and performance management matters
• SAP/ERP skills
• Budgeting and budget control

Level of contact with children

 Occasional interaction with children

Physical Environment

The position will be based in Dar es Salaam and frequent travel to the field.