Job from Plan International|NGO

  • Position:Procurement Manager

Location: Addis Ababa, Ethiopia

  • About The Organization

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.

ROLE PURPOSE

The position holder will be responsible to provide management, leadership and strategic direction for the Procurement function within the country according to Plan’s global logistics and procurement principles, policies, global standards as well as best practices while taking cognizant of the local environment and business needs in line/engaging with the Country Strategy linking up to the Plan International Global strategy.

In addition, the post holder is also responsible for ensuring the execution of overall procurement annual plan and adequate procurement support for the country to implement a wide variety of programs which includes developing systematic ways of handling the function and managing all contracts for procurement/purchasing, supplies and services, market assessments and analysis, and supplies costing.

Accountabilities And Main Work Activities

      Strategic Leadership and Implementation (15%)

  • Contribution to the broader Departmental level strategy as well as specific Procurement Strategy
  • Developing Procurement operational plan
  • Developing standard operating procedures and guidelines
  • Developing Annual Procurement Plan from the jointly developed Project Operational Plans for the Country Office in conjunction with all stakeholders (department heads, Country Leadership Team (CLT)) and reports about progress
  • Contribute to the broader departmental leadership as part of the department’s management team
  • Overall responsible for the management and continuous improvement of country procurement function for all country programs (development and emergency projects)
  • Identifying, manage and mitigate risk including fraud and corruption

Management and oversight of Procurement and Supply Management (40%)

  • Ensure procurement operations are conducted in line with the organization policies, procedures and standards, and rollout of procedures and providing policies and procedures training
  • Resolve bottlenecks and providing advises for the CO and field operations on the assigned area
  • Contract management and vendor performance management and feedback
  • Provide overall coordination and guidance for country wide market assessment, prequalification and LTA preparations
  • Lead the effective procurement management to ensure goods and services are purchased on time to facilitate project implementation while ensuring the organization receives value for money.
  • Ensure approval of the standard purchasing paperwork and processes in line with the Delegation of Authority (DOA) and related guidelines.
  • Provide feedback and advice on the Procurement Plans of the Program Units ensuring they are prepared on time and are in line with Donor/ Plan policies requirements
  • Effectively coordinate with the Global Central Procurement Team on all international procurements when necessary and manages importation and customs clearance with the support of the procurement staff.
  • Ensure supplier database which is able to adequately serve the needs of the country programs at all levels (national level, country regional level set up as well as local level) is maintained and vendor performance is periodically assessed
  • Oversee effectively the open and closed tender procedures and performs comprehensive  analysis in close liaison the respective Tender committee members on a case by case basis and in line with the Operations Manual and local Procurement SOP
  • Manage and oversee procurement contracts including troubleshooting, negotiation and supplier performance management
  • Manage all importation and custom procedures ensuring the correct registration is in place in close collaboration with Supply Chain and Administration Manager

KPI Setting, Periodical Reporting and Compliance (10%)

  • Define, implement and monitor operational KPIs for Procurement
  • Produce weekly, monthly and quarterly updates for key management decision making on major procurement issues, and prepare other procurement progress reports and shares these with all stakeholders regularly and pro-actively,
  • Ensure compliance to donor, country and organizational policies
  • Follow-up and implementation of audit actions
  • Provide apt advice on the various grant rules and regulation and monitor transactions to ensure compliance at all times
  • Provide capacity building for staff and concerned stakeholders on various procurement processes and donor procurement rules.
  • Conduct procurement compliance checks on country and field offices
  • Undertake analysis of monthly procurement reports, follow-up on arising issues to monitor procurement performance and take corrective action
  • Cascade procurement related organization policy framework to all country procurement staff within the country while ensuring clear understanding and application at all times
  • Analyze monthly procurement reports, follow up on arising issues to monitor procurement performance and take corrective action

Manage Stakeholders Engagement (30%)

  • 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
  • Engage in project proposal and design including project budgeting as well as providing input to project proposals on key procurement aspects (e.g. feasibility of activities materials requirements, activity timelines considering supply timelines, procurement team resource requirements for the project proposal)
  • Take part and contribute to the identification, assessment capacity building and support, monitoring and coordination of partners on procurement related matters
  • Engage with Procurement Committee in evaluating and selecting of vendors presenting value for money in the process

Team Management (5%)

  • Undertake recruit, grow and retain staff, and performance management, including coaching, monitoring, capacity building
  • Creating positive and enabling working environment

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

  • Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
  • Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
  • Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Qualifications and Experience Requirements 

Qualifications/Experience Essential:

  • Education at BA Degree level or equivalent study in fields such as Supply Chain & Logisitcs Management, or Procurement management
  • At least 7 years of relevant experince in procurment managemt which at least 3 years in managerial position with NGO’s in leading programs/ projects or demonstrated equivalent combination.
  • Depth and breadth of knowledge of Plan’s global and national strategies and policies.
  • Ability to communicate effectively and authoritatively on area of expertise.
  • Ability to develop effective working relationships across a network.

Essential Skills

  • Planning and organisation skills on short and long-time frames
  • Strong negotiating, facilitating and influencing skills
  • Strong decision-making skills
  • Strong analytical and problem-solving skills
  • Communicates clearly and effectively
  • Strong team-building and motivational skills
  • Networking and partnership development skills
  • Good interpersonal and public relation skills
  • Good time management skills
  • Influencing skills and able to provide attention to detail
  • Proficient in computer skills and use of relevant software and other applications
  • Knowledge of an ERP system, strong technical skills in supply chain
  • knowledge and experience of project management
  • Solutions orientated focused on programme outcomes, budget skills including effective use of resources
  • Experience in preparing and submitting business cases

Qualifications/Experience Desirable:

  • Certification in Supply Chain or Procurement Management is preferable
  • Training and capacity building would be an advantage
  • Experience in international supply chains and custom regulations would be an advantage
  • Knowledge of the humanitarian sector trends and constraints would be an advantage

Languages Required

  • Fluency in English language is essential
  • Knowledge of local languages is a desirable

Location: Addis Ababa, Country Office

Type of Role: Procurment

Reports to: Head of Supply chain and Admin

Grade: D2

Closing Date: October 24, 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. 

  • How to Apply

Use the following link to apply

https://jobs.plan-international.org/job/Addis-Ababa-Procurement-Manager/860285701/

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