New Job Opportunities at Plan International, 2021
Procurement and Logistics Coordinator
Location: Ifakara, Tanzania
Company: Plan International
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
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
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
The position will be based in Ifakara and normal travel to
the field.
LEVEL OF CONTACT WITH CHILDREN
Occasional interaction with children
Location: Ifakara
Reports to: Program Unit Manager
Grade: C1
Closing Date: 7th February, 2021
Early application is encouraged as we will review
applications throughout the advertising period and reserve the right to close
the advert early.
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.