Logistics and Admin Manager 154 views0 applications

ROLE PURPOSE

Provides management, leadership and strategic direction for the Logistics and Administration 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

DIMENSIONS OF THE ROLE

The Logistics and Admin Manager will be responsible for the management and oversight of the logistics and administration function for the country operations, which includes Transport, Warehouse, Asset management and office administration. This position is responsible for ensuring the execution of Logistics and Admin departmental plan and adequate operational support for the country to implement a wide variety of programs which includes developing systematic ways of handling the function and managing adequate documentation and compliance of processes. The Logistics and Admin Manager is therefore responsible for efficient and effective organization and coordination of the logistics and admin teams ensuring supply planning and proactive front end logistical support to meet project needs and requirements, achieving compliance to Donor, Grants and Plan International procedures and systems and upholding high standards and ethics. The Logistics and Admin Manager will also oversee performance and compliance of operations in Programme Areas (PA).

ACCOUNTABILITIES

1. Logistics (Warehouse, Fleet, Asset Management) Office Administration

• Ensure warehouse, asset, fleet and administration operations are implemented in line with local and global policies of Plan International Ethiopia.
• Develop, review and implement specific logistic and administrative procedures review standard operating procedures to provide institutional guidance on the areas of assignment in consultation with head of the department
• Work with the Head of Logistics and Admin Department in providing input on the global and local development and review of the Logistics and Procurement section of the
• Operations Manual particularly on the Logistics aspect.
• Support in cascading Logistics and administration related organization policy and procedures to all country logistics and administration staff within the country while ensuring clear understanding and application at all times
• Engage in project proposal and design including project budgeting as well as providing input to project proposals on key logistical and administrative aspects
• Coordinate with the Head of Logistics and Admin Department in the design, implementation and monitoring of logistical arrangements operations for each project
• Work with the Head of Logistics and Admin Department in defining, implementing and monitoring operational KPIs – Set targets and develop key performance indicators to ensure effective and efficient service delivery
• Advice on the various grant rules and regulation and monitor transactions on administration, warehouse, asset and fleet management to ensure compliance at all times.
• Ensure contracts management including troubleshooting, negotiation and supplier performance management for logistics and admin related contractual engagements
• Support the department in facilitation of custom clearing process of imported goods
• Overall responsible for the management and continuous improvement of country logistics and admin function for all country programs (development and emergency projects)
• Placeholders for modern slavery, ethics, sustainability in the environment and gender
• Take part and contribute to the identification, assessment capacity building & support, monitoring and coordination of partners on the logistics related function
• Manage and mitigate risk including fraud and corruption
• Ensure Disposal of asserts and inventories are done in line with ChSA, Donor and PIE rules and regulation in a regular manner
• Ensure Plan Ethiopia fleet are properly fitted with tracking devices, etc. and the information gathered is analyzed and taken into account adequately
• Ensure Work Permit and resident ID of international staffs are process in line with the law of the country
• Ensure budget allocation for smooth running administrative and logistics activities is monitored and utilized properly
• Responsible for proposal and supporting the development of adequate logistics control mechanisms of operations in PIE in order to a) identify weaknesses in the CO supply chain (b) monitoring compliance to the Logistics Handbook and (c) making recommendations for improvements

2. Compilation of reports (Warehouse, Asset, Admin, Fleet) and Compliance

• Produces weekly, monthly and quarterly updates for key management decision making on major administrative as well as logistics issues.
• Prepare quality country reports and submits the analysis to the Head of Logistics and Admin Department.
• Produces other assigned progress reports and shares these with all stakeholders regularly and pro-actively, including audit following up actions in close liaison with the Head of Logistics and Admin Department.
• Implement improvement actions, follow up on arising issues to monitor the unit’s performance and take corrective action
• Capacity builds staff and concerned stakeholders on various administration and logistics processes and donor rules
• Conduct logistics compliance checks on country and field offices

3. Contribution to Security Management

• Serve as CO Security Focal person in the absence of Security Manager
• Implement security procedures and guidelines as assigned / delegated by Security Manager

4. Staff Management for the department

• Human resource planning – Recruit, grow and retain staff.
• Performance Management – Manage, motivate, develop and oversee the performance of staff in line the organization’s systems, rules and regulations for HR management including staff evaluation, training and career planning.
• Develop work plans for the team under supervision.
• Monitor team performance and take actions when needed so that objectives are met (either continuously or on time when relevant),
• Creating a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.
• Supervise and manage performance of staff including, coaching, mentoring and capacity building.
• 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.

Job Requirements

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

Educational / Professional Background: –

• A. degree in Supply Chain management/ Logistic Management/ Business Administration/Procurement or related field of studies and at least 7 years’ work experience out of which 3 years on the similar position.

Essential Skills

• Comfortable working at tactical operational and senior management levels
• plan-international.org Role Profile 3
• Commitment to Plan Values and Behaviours, Gender diversity knowledge and experience, Child protection—knowledge of global trends in child protection, Promotes a culture and working environment aligned to plans values and behaviours including anti bullying and harassment
• Professional integrity and accountability, Works in an open and accountable way, Strong technical skills in supply chain, Professional integrity and accountability, Able to keep the big picture in mind and work in detail
• Ability to work under pressure, Able to work in a team and independently, Works well with others
• Planning and organisation skills on short and long time frames, Decision making, Analytical skills
• Solutions orientated focused on programme outcomes, Budget skills including effective use of resources, Decision making, Experience in preparing and submitting business cases, Influencing skills, Attention to detail
• Knowledge of an ERP system, Strong technical skills in supply chain and Knowledge and experience of project management,
• Problem solver—able to think out of the box, Analytical skills, Able to keep the big picture in mind and work in detail, Budget skills including effective use of resources
• Strong technical skills in supply chain, Professional integrity and accountability, Able to keep the big picture in mind and work in detail, Negotiation skills, Solutions orientated focused on programme outcomes, Decision making, Works in an open and accountable way
• Budget skills including effective use of resources, Able to keep the big picture in mind and work in detail, Negotiation skills, and Influencing skills.
• Able to set own and department objectives, Able to give clear direction, Able to manage competing priorities, Strong technical skills in supply chain, Able to keep the big picture in mind and work in detail, Solutions orientated focused on programme outcomes, Works in an open and accountable way and cultural sensitivity
• Promotes a culture and working environment aligned to plans values and behaviours including anti bullying and harassment, Ability to manage and resolve conflict, Situational leadership skills including being able to lead by example, Cultural sensitivity, Listening skills, Communication skills,
• Comfortable facilitating meetings and bringing people together

Desirable

• Desirable—training and capacity building would be an advantage
• Desirable—experience in international supply chains and custom regulations would be an advantage
• Desirable—experience in international supply chains and custom regulations would be an advantage
• Knowledge of the humanitarian sector trends and constraints would be an advantage

How to Apply

The closing date for the application is February 24, 2019. Qualified candidates should submit their application with the below link.

https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=35062&company=PlanInt&username=

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.

Please note that:

• Applications and CVs written in English will be accepted and
• Shortlisted candidates will be contacted.
• Please note that we are not accepting CVs that are not sent through the indicated link.

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

More information about Plan International can be found on http:// plan-international.org

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organisation, Plan International is fully committed to promoting the realization of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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. We must not contribute in any way to harming or placing children at risk. Female applicants are highly encouraged to apply.