Job Vacancy at Plan International - Procurement & Logistics Coordinator

Date: 17-Dec-2021

Location: Kibondo, 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 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.

Plan International Tanzania has responded to the Burundian Emergency program in Kibondo and Kasulu since October 2015 due to Burundian refugees’ influx with special focus on Case Management, Psychosocial support activities and Education in Emergencies (EiE).

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 Kibondo Emergency Response Programme 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/Emergency Response 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 administration assistant, finance, programs, 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
Experience working in emergency settings

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 Kibondo and normal travel to Nduta and Nyarugusu refugee camps field.

LEVEL OF CONTACT WITH CHILDREN

Occasional interaction with children

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.

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