Pays: Ethiopia
Ville: Gambella
Employeur: Plan International

Date limite : 07-07-2022

Description complète

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 75 countries.

The
position holder will be responsible to coordinate and monitor
procurement services, transport services, inventory management service,
and office management and administrative services for the Plan
international Ethiopia Gambella Program Area as per the organization
policy manuals, SOPs and standards.

In
addition, the Job holder is responsible to manage and monitor rental
vehicles, PIE fleet utilization, logistics and administration related
budget utilization, proper allocation of office supplies, up-to-date
general maintenance of PIE Gambella Program Area offices/ satellite
& Sub Offices, lease assessment, identification and contract
preparation, processing payments of lease agreements, team management,
conducting other related administrative activities.

 

Accountabilities and MAIN WORK ACTIVITIES

Procurement and Supply Management (15 %)

• Oversee
  management of procurement and other related emergency logistic services
  to ensure goods and services are purchased in time to facilitate
  emergency project implementation at the same time ensuring the
  organization receives value for money.
• Coordinate
  efficient and effective organization of Goods, services & Work
  Procurements ensuring supply planning and proactive front-end
  procurement support to meet project needs and requirements, achieving
  compliance to Donor, Grants and Plan International procedures and
  systems and upholding high standards in procurement ethics
• Engage
  with the Programme Leads on the development of the Detail
  Implementation Plans providing key procurement components in
  collaboration with all other procurement staff as well as leading on the
  implementation, monitoring and reporting of the procurement progress.
• Approves the execution of purchase schedules and sign requisitions in line with organizational threshold
• Coordinate
  market assessments and evaluate supplier’s performance, lead the
  execution of corrective measures in case of poor performances

Vehicle Fleet Management (10%)

• Perform
  effectively all vehicle fleet management activities including,
  technical inspection, vehicle scheduling and allocation, equipping the
  vehicles with all the necessary safety and recovery items, PO
  preparation and payment for rental vehicles and reporting, and other
  related activities.
• Receive vehicle requests in a timely manner in the form of completed PR from different departments and sub offices .
• Communicate timely and place orders to the vehicle suppliers to send vehicles for inspection.
• Process payments for rental vehicles with all the necessary documentations.
• Handle aptly replacement of rental vehicles when deemed necessary for different reasons.

Asset Management (10%)

• Undertake
  successfully all asset management activities including regular updating
  of the asset master database with the right custodians, addition of new
  assets and disposal of assets, tagging of assets, facilitating asset
  disposals, and related activities.
• Ensure
  the appropriate recording of all the assets of the country office and
  all the necessary information is filled in the asset register sheet 
• Update regularly of the asset master data sheet
• Identify timely the assets for disposal and collaborate and provide assistance during disposal of the assets
• Follow-up
  on and ensure the proper functioning of office equipment and 
  telecommunications systems including office telephone, office fax,
  satellite telephones for all offices in consultation with line manager
  and ICT Unit

Stock Inventory Management and Distribution Management (10%)

• Conduct
  effectively all stock inventory management activities including having
  purchased items inspected, receiving and updating inventory balance,
  issuing and distribution per approved request, recording the inventory
  transaction by ensuring proper stacking and safety in the warehouse, and
  other related activities.
• Approve stock release request for outgoing supplies
• Ensure inspection of all supplies received from suppliers and appropriate documents are completed for issuing and dispatching
• Manage the effective and proper registering of the stock transactions are completed 
• Facilitate the periodic inventory taking by ensuring proper handling of the stocks to avoid theft, spoilage, damage, etc.
• Generate timely periodic stock report by the end of every month.

Office and Warehouse Lease Contract Administration (5%)

• Administer office and warehouse lease contracts effectively and efficiently. 
• Handle
  accurately the lease contract preparation and presenting for signature,
  processing payments of lease agreements as per the terms and conditions
  of the lease agreement
• Maintain
  an up-to-date file of all leases, including walk-through inventory
  lists, copies of deeds, rental payments and other documents related to
  rented facilities. Maintain a spread sheet of details for all leases
  agreements, amendments and other relevant documents.

Coordinating the office operation (5%)

• Coordinate the front desk service and liaison activities effectively.
• In
  collaboration with procurement team, process the selection and
  contractual agreements with hotels, guesthouses and air-ticketing
  organizations; maintain a documentation and database of all agreements,
  amendments and other relevant documents

 

Supervision of Office Security and Cleaning Services (10)

• Oversee and supervise office security service handlings efficiently and effectively.
• Ensure
  that all compounds are properly guarded and secured, both in terms of
  staff as well as facilities (fences, gates), takes appropriate
  corrective action when needed
• Provide
  guidelines and work instructions for guards (entrance/exit policies,
  gate-pass policy, rules of engagement, etc.) and ensures their proper
  implementation
• Establish
  security guard schedule and provide training/orientation for new
  guards; weekly schedules and duty roaster for the guards in
  collaboration with the Senior Security Guard.
• Oversee and supervise the day-to-day and periodic office cleaning service handlings efficiently and effectively.

Budget and Payment Handling/Facilitation and Reporting (20%)

• Collect budget on time from different projects and charging on SAP in coordination with budget holders and finance
• Ensure
  the effective and timely handling of bills of  utilities including
  water, electricity, telephone, internet, and other utilities
• Collecting and charging overhead costs from different grant coordinators for telecom service, utility, office rent fee and other service payments 
• Ensure the administration related budget is available and well managed for effective and efficient operations  
• Providing monthly, quarterly, semi-annually and yearly logistical reports. 
•  

Team Performance Management (5%)

• Manage effectively the logistics team
  performance including coaching, motivating, assignment of tasks,
  providing guidance and feedback on their performance, and conducting
  performance appraisal, etc. 
• Manage and measure the performance of rental vehicle service provider and providing feedback on the gap against the contract

Technical expertise, skills and knowledge

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/Experience Essential:

• Education at BA Degree level  such as Logistics, Supply Chain Management, Business Administration, Management, Economics and any other related field of studies
• 5 (five) years demonstrated relevant
  logistics and supply chain related work experience out of which 2 (two)
  years must be in a supervisory position with supervisory responsibility
  in a Corporate, UN or NGO environment
• Significant experience in large scale logistical function both emergency and development programs
• Demonstrable driving qualification and experience

Qualifications/Experience Desirable:

• Minimum
  of 5 (five) years of relevant work experience in areas of Procurement
  management , vehicle fleet management, inventory management,   asset
  management preferably in   INGO environment
• Demonstrated experience scheduling and managing service requests   from multiple departments.
•  

Languages Required:

• Fluency in English language is required
• Knowledge of local languages is a desirable

 

Location: Gambella

Type of Role: Supply Chain and Admin

Reports to: Emeregency Response Manager

Grade: D1

Closing Date: July 7- 2022

 

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.

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