Procurement Manager, Addis Ababa 103 views1 applications

Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 75 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners. Plan International Ethiopia is looking for Procurement Manager for Country Office who will be reporting to the Head of Logistics and Admin Department.

ROLE PURPOSE

Provides 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

DIMENSIONS OF THE ROLE

The Procurement Manager will be responsible for the management and oversight of the procurement function for the country operations. This position is 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. The Procurement Manager is therefore responsible for efficient and effective organization and coordination of the Procurement teams ensuring supply planning and proactive front end procurement support to meet project needs and requirements, achieving compliance to Donor, Grants and Plan International procedures and systems and upholding high standards in procurement ethics. The Procurement Manager will also oversee performance of the procurement services in the Hubs and Programme Areas (PA).

ACCOUNTABILITIES

1. Procurement and Supply Management

• Responsible for effective procurement management to ensure goods and services are purchased on time to facilitate project implementation while ensuring the organization receives value for money.
• 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 procurement aspects
• Support the Head of Logistics and Admin Department in cascading procurement related organization policy framework to all country procurement staff within the country while ensuring clear understanding and application at all times
• 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
• Ensure approval of the standard purchasing paperwork & processes in line with the Delegation of Authority (DOA) and related guidelines.
• 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
• Coordinate with the Head of Logistics and Admin Department in the design, implementation and monitoring of procurement operations for each project
• Work with the Head of Logistics and Admin Department in defining, implementing and monitoring procurement KPIs – Set procurement targets and develop key performance indicators for the procurement function
• Coordinates the drafting of an 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
• 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;
• Coordinates 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.
• Maintain and update the supplier database which is able to adequately serve the needs of the country programmes at all levels (national level, country regional level set up as well as local level)
• Advice on the various Grant procurement rules and regulation and monitor procurement transactions to ensure compliance at all times.
• Effectively manage suppliers to ensure timely delivery of the requested supplies.
• Oversees 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 the Head of Logistics and Admin Department
• Overall responsible for the management and continuous improvement of country procurement function for all country programs (development and emergency projects)
• Assess and engage with markets and suppliers as needed
• Placeholders for modern slavery, procurement 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 procurement related function
• Manage and mitigate risk in the procurement function including fraud and corruption

2. Compilation of Procurement reports and Compliance

• Produces weekly, monthly and quarterly updates for key management decision making on major procurement issues.
• Prepare quality country procurement reports and submits the analysis to the Head of Logistics and Admin Department.
• Produces other procurement progress reports and shares these with all stakeholders regularly and pro-actively, including audit following up on procurement related audit actions in close liaison with the Head of Logistics and Admin Department.
• Analysis of monthly procurement reports, follow up on arising issues to monitor procurement performance and take corrective action
• Implements agreed donor rules and regulations in procurement and usage of Donor funds.
• Capacity builds staff and concerned stakeholders on various procurement processes and donor procurement rules.
• Conduct procurement compliance checks on country and filed offices

3. Staff Management for the department

• Procurement team human resource planning – Recruit, grow and retain procurement 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 procurement team.
• Monitor procurement 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 for procurement 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

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
• 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
• 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=35061&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.