Supply Chain and Administration Coordinator 58 views

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 Amhara 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 Amhara 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

1.     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 supplier’s performance, facilitate endorsement to the CO’s Management team/Tendering Committee/PAM. lead the execution of corrective measures in case of poor performances of suppliers.

2.     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.

3.     Asset Management (5%)

·       Owns  fixed asset and stock inventories; ensures their completeness and  follow up regular update and is able to report 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;

·       Prepare & update regularly of the asset master data sheet, asset retention list and Identify timely the assets for disposal and collaborate and provide assistance during disposal of the assets

·       Ensure the appropriate recording of all the assets of the country office and all the necessary information is filled in the asset register sheet

4.     Stock Inventory Management and Distribution Management (10%)

·       Ensure regular updating and is able to report 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; Manage the effective and proper registering of the stock transactions are completed

·       Conduct Periodical Inventory of Emergency Fixed Assets and stock inventory and ensure inspection of all supplies received from suppliers and appropriate documents are completed for issuing and dispatching stock items and produce standardized report to be utilized internal and external users. Generate timely periodic stock report by the end of every month. Conduct effectively all stock inventory management activities including having purchased items inspected, receiving and updating inventory balance, issuing and distribution per approved request, recording the inventory transaction by ensuring proper stacking and safety in the warehouse, and other related activities.

5.     Office and Warehouse Lease Contract Administration (10%)

·       Administer office and warehouse lease contracts effectively and efficiently.

·       Handle accurately the lease contract preparation and presenting for signature, processing payments of lease agreements as per the terms and conditions of the lease agreement

·       Maintain an up-to-date file of all leases, including walk-through inventory lists, copies of deeds, rental payments and other documents related to rented facilities. Maintain a spread sheet of details for all lease agreements, amendments and other relevant documents.

6.     Budgeting and Handling/Facilitation of Payment (10%)

·       Ensure Logistics and Admin related budget is available and well managed for effective and efficient operations: Ensure the effective and timely handling of bills of utilities including water, electricity, telephone, internet, and other utilities

·       Assists with the budgeting of the department’s activities and performs budget-control; Collect budget on time from different projects and charging on SAP in coordination with budget holders and finance , Process of payment for rental vehicles

7.     Team Performance Management (10%)

·       Supervise, coach and motivate staff to enhance and manage their performance and development that enables them to perform their maximum capacity by managing their workload (work inventory, planning, monitoring and feedback) as well as by arranging adequate working conditions and input in line with their operational needs. providing guidance and feedback on their performance, and conducting performance appraisal, etc.

8.     Security Service Management (5%)

·       Ensure 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. 0versee and supervise office security service handlings efficiently and effectively.

·       Issues or Provide guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement, etc.) and ensures their proper implementation,  Establish security guard schedule and provide training/orientation for new guards; weekly schedules and duty roaster for the guards.

9.     Periodic Reporting (10%).   

·       Prepare and receive, checks and compile monthly, quarterly, semi-annually and yearly logistical reports of logistics department, (Procurement, Stock, Asset, Vehicle fleet, Reports etc).

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

·       Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

·       Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;

·       Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.

·       Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Leadership and BUSINESS management COMPETENCIES

Leadership COMPETENCIES

·       Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.

·       Set high standards for self and others’ behavior, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.

·       Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.

·       Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.

·       Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.

·       Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them  utilize their potential.

·       Accept change and support others in adjusting to it, helping them understand.

BUSINESS management COMPETENCIES

·       Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy

·       Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security

·       Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management

·       Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/Experience Essential:

·       Education at BA Degree level such as Logistics, Supply Chain Management, Business Administration, Management, Economics and any other related field of studies

·       5 (five) years demonstrated relevant logistics and supply chain related work experience out of which 2 (two) years must be in a supervisory position responsibility in a Corporate, UN or NGO environment

·       Significant experience in large scale logistical function both emergency and development programs

·       Demonstrable driving qualification and experience

Qualifications/Experience Desirable:

·       Minimum of 5 (five) years of relevant work experience in areas of Procurement management, vehicle fleet management, inventory management, asset management preferably in INGO environment.

·       Demonstrated experience scheduling and managing service requests   from multiple departments.

Languages Required:

·       Fluency in English language is required

·       Knowledge of local languages is a desirable