Location: Kibondo, Tanzania
Company: Plan International
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.