Emergency Supply Chain and Admin Coordinator

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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