Logistics & Procurement Coordinator - Plan International

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 80 years, and are now active in more than 70 countries.

ROLE PROFILE

Title Procurement and Logistics Coordinator

Functional Area Finance

Reports to   Project Manager 

Location Tamale  Travel required 40

Effective Date December,2017 Grade C2

ROLE PURPOSE

Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits  by increasing its income, working in partnership with others and operating effectively. This position is to ensure effective and efficient coordination of office related activities towards implementation of the country’s program.

Dimensions of the Role

One Front Desk Assistant, three Drivers, and two Janitors report to the role

Area of Responsibility – Northern Program Support Office

ACCOUNTABILITIES

• Process the purchase and supply of goods and materials for the PU as per the Field Operation Book  (FOB),  local procedures and policies to ensure value for money is obtained at all times
• Process and follow - up on the clearance of imported items in order to track and maintain a record of all imported goods/material to avoid reports of missing items.
• Assist in the preparation and processing of  bidding documents for public tender offers to ensure  a fair and transparent process for securing the services of consultants and contractors
• Ensure the effective allocation, utilization and management of vehicles for Plan’s activities as per FOB, local policy and local procedures with low incidence of vehicular accidents and reduced cost of repairs and maintenance.
• Ensure the adequate supply of utilities and maintenance of office equipment and machinery for the smooth flow of work in the office with minimum disruption of work outflow
• Ensure the effective management of stores to ensure the effective implementation of program activities with no reports or incidents on mismanagement of stores
• Review, update and maintain the Fixed Assets Register for the PU to keep and track all assets with no reports of loss of assets
• Assist in the preparation, update and maintenance of contracts to keep and track all contracts without any reports on program disruptions due to maladministration of contracts
• Ensure the office &  its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions
• Monitor and manage the team of Front Desk Assistant, Drivers and Janitors to ensure they perform effectively and provide the required support services.
• Keep the Administrative Manager informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for program implementation.
• Fulfil Plan’s Child Protection Policy at all times to safeguard and protect the child at all times without any reports or incidents of child abuse.
   
• Produce and maintain an up-to date supplier database and price list for easy access to the  required information that would ensure prompt procurement goods and materials for program activities
• Ensure Plan’s offices and staff are insured to safeguard life and property at all times to ensure that staff work effectively without any fear of non-protection
• Ensure Fixtures, fittings & utilities for expatriate staff are provided to ensure that they are well-settled for work without complaints about their living conditions
• Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

Dealing with Problems:

• This includes how much freedom the position has to make decisions; for example, “may approve invoices up to $1,000.”
• Understands administrative requirements as per the FOB and other policies and procedures and provides required services  to staff
• Supports with coaching staff on the discharge  of administrative functions
• Exhibit a good sense of judgment and responsibility in the performance of duties
• Works with minimum supervision
• Refers all final decision making to a senior manager
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications & Experience

• BSc Admin or equivalent
• At least 3-4 years working experience in a similar position. 
• Experience working with an international NGO would be an advantage

  Key skills & Competencies

• Good communication and ICT skills
• Good inter-personal skills
• Good client/customer relations
• Good writing and reporting skills
• Good negotiation skills
• Strong team player
• High level of discretion
• Planning & organizing

Behaviour 

• Demonstrated behaviours needed by the post-holder to successfully perform the role:
• Timeliness and proactive in the discharge of duties 
• Good planning organizational abilities
• Communicates  in a manner that inspires confidence and professionalism
• Good supervisory and listening abilities
• Open to feedback and willingness to adopt to new approaches and processes
• Ability to inter-face with all levels of management
• Analytical and attention to detail
• Good team player
• Safety and security conscious
• Good presentation and attention to details

 
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

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

PHYSICAL ENVIRONMENT

• Travel requirements
• This position requires 70% of travel time within Accra and 30% on field related activities at the Program Units.
   
   

LEVEL OF CONTACT WITH CHILDREN  

Low contact:     No contact or very low frequency of interaction

Low contact- The job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.