Procurement and Logistics Coordinator at Plan International

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.

Qualification Required & 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

Location: Tamale