Procurement and Logistics Coordinator 184 views0 applications

The Organization

Plan International is an independent development and humanitarian organization 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.

In Mozambique, we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane and Nampula. These projects are programmed along our three strategic pillars: Girl Education, Sexual Reproductive Health Rights, and Youth Economic Empowerment. Our work is gender transformative and includes influencing work at national and sub-regional level.

Dimensions of the Role

The post holder will directly supervise the drivers, Administration Secretary and Receptionist and office Attendant. The Procurement and Logistics Coordinator shall report technically to the procurement, logistics and Security Manager, carry out responsibility through efficient and effective organization and coordination of the procurement and logistics activities, Procurement planning, supply planning and proactive front end logistics support to meet project needs and requirements; achieving compliance to Donor Grants and Plan procedures and systems and upholding high standards in procurement and logistics ethics . The Procurement and Logistics Coordinator will also oversee security and general administration.

• Logistics and supply chain planning

• Contracts and lease management
• Vehicle logistics coordination

• Property and fixed asset register maintenance

Accountabilities – Key end results of the position (but not limited to)

Coordinates the supply chain function

• Analyse and consolidate requisitions for purchasing in accordance with Plan policies and procedures.

• Consolidate project material requirements submitted by staff for purchases.
• Liaise with suppliers and Purchase committee and ensure there is an approved pre-qualified suppliers’ list in use.
• In collaboration with the Procurement, Logistics and Security Manager and Purchase committee, compile an updated pre-qualified suppliers list and submit to the Program Area Manager and purchase for review and approval.
• Ensure procurement transactions have adequate and accurate supporting documentation.

• Comply with Plan policies and procedures on procurement, storage, inventory, distribution and receipt of all Plan materials/goods.

• Prepare tender documents, obtain quotations, delivery costs and items;

• Ensuring compliance of the organizational policies and procedures as far as supply chain functions are concerned. These will include, fleet management policies, procurement policies and procedures, asset management policies, etc
• Frequently carry out a market scan to review the prices for goods and services and to ensure that the Program Area is continuously getting value for money from the pre-qualified suppliers.
• To continuously research on the alternatives to save money on procurement or improve delivery of necessary goods and equipment’s.

Assist in developing an effective purchase tracking system for the procurement department

• Assists in the review of the purchase tracking and procurement processes to facilitate effective delivery of Plan’s objectives.
• Update and share the purchase tracking report with the PA and Procurement, Logistics and Security Manager at CO level, and other users as per agreed standards.
• Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary.
• Maintain accurate Bills of Quantity for appropriate projects, which are approved by a registered engineer for projects.
• Follow up and ensures that all outstanding purchase orders are delivered by the due date.

Fleet and Assets management including premises and field bases.

• Take responsibility for the Office fixed asset and stock inventories and to ensure the completeness of their records and regular updating of the register. Fixed assets reports to be generated 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;
• Performs regular needs analysis with regard to transportation for the PA and monitors service levels, taking appropriate action when necessary;
• Proposes fleet measures (additions and subtractions) by lease/rental as well as purchasing and advises about overhaul and/or retirement of vehicles;
• Review the vehicle weekly/monthly reports, logbook-, trip-, and fuel records, monitors utilization, maintenance and fuel consumption and carry out monthly fuel and maintenance spend analysis.
• Maintain PA vehicle inventory and advises about vehicle allocation.
• Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports to the region.
• Take measures to safeguard the Plan Mozambique fleet at all times by ensuring, insurance covers are up to date, vehicles are fitted with tracking devices, etc
• ensure compliance of fleet management policy by all staff;
• Manage staff transport at all times and ensure proper usage of the vehicles by staff, including those in the field.
• Ensures the proper functioning and operation of technical installations (water, electricity, drainage)
• Ensure proper and smooth running of the office equipment’s, including back-up power; voice- and data, printers, etc. Ask for IT technical support where necessary
• Implement health and safety recommendation for the office, and in asset usage.

Vehicle logistics coordination

• 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.
• Ensure all PA vehicles/bikes are parked at a safe and secure place.
• Reviews monthly vehicle utilization reports and takes appropriate measures to address anomalies;
• Ensure accidents involving vehicles /motorbikes are reported promptly within 24 hours and are backed by a written report and the form as per Plan policies

Property and Fixed asset register maintenance

• Ensures all precautions for asset and office security are maintained by the security guards and other staff;
• Checks and ensures utilities such as electricity, water and office communication systems are properly functioning and arrange timely maintenance as required;

• Record all Plan assets at PA level in the asset register and update accordingly.
• Coordinate PA asset disposals according to Plan policy and procedure.

• Carry out asset counts according to Plan policy and procedure;

Security Plan management and implementation of policies:

• Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
• Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents;
• Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc) and ensures their proper implementation.
• Ensure the safety of the office at all times by putting measures to mitigate against theft, or threat to office security.

Annual remuneration – 1,848.000.00MT plus benefits

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