The Organisation
Plan International is an independent development and humanitarian organisation that advances childrenโs 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 itโs 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 childrenโs rights from birth until they reach adulthood. And we enable children to prepare for โ and respond to โ 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 85 years, and are now active in more than 80 countries.
ROLE Purpose
The position holder will be responsible to coordinate and monitor procurement services, transport services, inventory management service, and payment process for service providers for the Plan international Ethiopia respective Program Area as per the organization policy manuals, SOPs and standards.
In addition, the Job holder is responsible to manage and monitor rental vehicles, PIE fleet utilization, logistics and administration related budget utilization, proper allocation of office supplies, up-to-date general maintenance of PIE in the respective Program Area offices/ satellite & Sub Offices, lease assessment, identification and contract preparation, processing payments for lease agreements and rental vehicles, team management, conducting other related administrative activities.
Accountabilities and MAIN WORK ACTIVITIES
Procurement and Supply Management (25%)
- Oversee management of procurement and other related emergency logistic services to ensure goods and services are purchased in time to facilitate emergency project implementation at the same time ensuring the organization receives value for money.
- Ensures the correct implementation of the Procurement Guidelines and other Procurement guidelines, 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.
- Oversee open and closed tender procedures and performs bid analysis together with the Tender Committee;
- Coordinates and engages with Project coordinators, Programme Leads and programs heads) for the drafting and developing of an Annual (or Project) Procurement Plan from 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
- Approves the execution of purchase schedules and sign requisitions in line with organizational threshold
- Maintains an up-to-date Emergency Suppliers List through market assessment and submits the list regularly for revision of supplierโs performance, facilitate endorsement to the COโs Management team/Tendering Committee/PAM. lead the execution of corrective measures in case of poor performances of suppliers.
Vehicle Fleet Management (15%)
- Ensure the correct implementation of the Vehicle management Guidelines:
- Carry out a monthly analysis on vehicle usage for decision making; Technical inspection, vehicle scheduling and allocation, equipping the vehicles with all the necessary safety and recovery items. Oversee procurement of insurance covers for Plan vehicles and staff to ensure reduction of risk to Plan assets and staff.
- Approves and signs weekly/monthly logbook-, trip-, and fuel records, monitors utilization, maintenance and fuel consumption for all vehicles
- Prepare and maintain proper documentation for each vehicle at regional office level. Ensures the annual vehicles inspections are timely done.
- Oversee procurement of insurance covers for Plan vehicles and staff to ensure reduction of risk to Plan assets and staff.
- Follows up on transportation issues forwarded by the regional program unit and sub office Projects; Receive vehicle requests in a timely manner in the form of completed PR from different departments and sub offices, Handle aptly replacement of rental vehicles when deemed necessary for different reasons.
- Ensures the annual vehicles inspections are timely done.
- Communicate timely and place orders to the vehicle suppliers to send vehicles for inspection.
- Oversee procurement of insurance covers for Plan vehicles and staff to ensure reduction of risk to Plan assets and staff.
- Proposes fleet measures (additions and subtractions) for all emergency projects by rental and advises about overhaul and/or retirement of vehicles; Process payments for rental vehicles with all the necessary documentations.
Asset Management (5%)
- Owns fixed asset and stock inventories; ensures their completeness and