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Procurement and Logistics Officer

Procurement and Logistics Officer

Plan International

Katavi, Tanzania

Job Type:

Full-Time

Closing Date:

14th July 2023

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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 85 years, and are now active in more than 80 countries.

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
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.

Location: Katavi

Reports to: Project Manager

Grade: C2

Closing Date: 14th July 2023

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.