The Organisation
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 80 years, and are now active in more than 70 countries.
ROLE PROFILE
Title PROCUREMENT OFFICER
Functional Area SUPPLY CHAIN
Reports to PROJECT ACCOUNTANT
Location Country Office Travel required 20% within project area
Effective Date November 2021 Grade C1
ROLE PURPOSE
[A concise statement, capturing the primary reasons that this role exists and a clear articulation of the context of the role. How will this role contribute to creating lasting change for children?]
Working in 50 developing countries across Africa, Asia and the Americas, Plan International alms to reach as many excluded/marginalized children as possible. Plan International partners with key stakeholders and delivers high quality programmes that address the barriers to children realizing their full potential. This position is to support the successful implementation of the SHOW project in ensuring that all project operations are conducted as per the prescriptions of the Operations Manual (OM) and other approved policies and also in accordance to the donor’s procedures and policies.
DIMENSIONS OF THE ROLE
[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]
Financial measures or statistics relevant to position such as budget, Controls and monitors the Project budget ofUS$7.4 million.
ACCOUNTABILITIES
[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.
This should include a series of brief statements that define the end results required. E.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.
Statements should ideally be worded so that they will lead to thoughts of measurement. For example, it is better to state something like “achieve maintenance standards” than “undertake maintenance”. The former leads to a measure against the maintenance standards.]
- Engage in the local procurement process by preparing invitation to bid, short listing or prequalification; preparation of tabulation of technical bids and submission of such bids through the Administrative Manager to the Selection Committee for review.
- Contact suppliers for additional information required by Selection Committee Members.
- Process the purchase and supply of goods and materials for the PU as per the Operational Manual (OM) and local Procurement Guidelines and procedures to ensure value for money is obtained at all times.
- Ensure that all vendor details, requisitions, price comparison, purchase order, good receipt etc are created and entered into SAP
- Process requisitions, price comparison, purchase order, good receipt, purchasing history/records etc in SAP
- Process payment for approval of requisition and purchase orders in SAP
- Post/enter invoices and goods receipts into SAP for processing
- Post/enter material stocks and inventory into SAP and process same
- Coordinate 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
- Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement of goods and materials for program activities.
• 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 project vehicle for Plan’s activities as per OM, 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 Project to keep and track all assets with no reports of loss of assets
• Ensure the office & its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions
• Perform any other duties that may be assigned from time to time to support the attainment of organizational goals
• 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.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
[This section details the skills, knowledge and expertise the postholder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
Essential
• A minimum of qualification in HND accounting (at least 2nd class lower)
• At least 3 years’ experience in a similar role
• Knowledge in SAP accounting software would be an added advantage;
• Good knowledge of Excel
• Show strong understanding and knowledge of Cash Flows, Budgetary Controls and compliance with financial controls
Desirable
• Communicates clearly and effectively
• Ability to facilitate participative processes
• Independence, objectivity and integrity.
• Organized, methodical and meticulous.
PLAN INTERNATIONAL’S VALUES IN PROACTICE
We are open and accountable
• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.
We work well together
• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.
PHYSICAL ENVIRONMENT
May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
Travel requirements
Travel requirements
This position entails 40% travelling within the program unit.
Level of Contact with Children:
Low contact: No contact or very low frequency of interaction
Low contact- the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times
Mode of Application:
Interested applicants who meet the job criteria should send their application letter and CV quoting only the Job Title in the subject line (i.e. Short Term Procurement Officer – Show Project) to [email protected]
The deadline for submission of application is close of business, Friday, 10th September, 2021.
All employment is conditioned upon the successful completion of background checks, including criminal record checks where possible.
Qualified Ghanaian nationals, especially female candidates are encouraged to apply. Only shortlisted candidates would be contacted.
Plan International is an equal opportunities employer, committed to the protection of children and gender equality and our recruitment procedure reflects this. Selected applicants will be expected to comply with the child protection policy of the organization.
Location: Tamale
Type of Role: Logistics and Procurement
Reports to: Project Accountant
Grade: C1
Closing Date:10th September 2021
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.
More Information
- Job City Accra, Ghana
