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.