New Job Vacancy at Plan International Tanzania – Procurement and Logistics Coordinator
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| Plan International |
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.
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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.
NEW TANZANIAN JOBS, INTERNSHIPS AND VOLUNTEERING OPPORTUNITIES 2020 (1,312 POSTS)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.
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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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