Plan International is looking for Procurement Coordinator – Freetown, Sierra Leone
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.
Plan International Sierra Leone is seeking to recruit and fill the position of Procurement Coordinator based at the Country Office, Freetown. This role reports to the Country Logistics Manager and will support Plan International Sierra Leone’s work by ensuring procurement transactions comply with Plan procedures or donors requirements.
Dimensions of role :
- Coordinate procurement functions in Plan International Sierra Leone;
- Ensure compliance with Plan’s procurement procedures and due diligences;
- Ensure timely payment for goods, works and services;
- Develop and monitor and periodically update suppliers roster and price list;
- Monitor the procurement email box;
- Supervise the Procurement Officer;
- Perform any other assigned task within the Admin & Logistics Department
Key Responsibilities :
Coordinate procurement functions in Plan International Sierra Leone. (25%) :
- Manage procurement functions and provide support to staff undertaking procurement activities;
- Effectively manage communication on procurement activities with management at National Office;
- Promote integration and standardization of procurement management activities in line with policies and procedures;
- Coordinate all procurement processes leading to advertisement and or publication of call for tender notices;
- Coordinate interactions and relationship with departments and projects to improve communication and experience sharing;
- Contribute to the development and management of Logistics Department Annual Budget;
- Spearhead the processing of requisitions from various departments, projects and or field offices and provide weekly status report to supervisor and staff for appropriate actions;
- Oversee payment for goods, works, and services delivered within a period of 7 days;
- Regularly report performance and progress of procurement activities to Country Logistics Manager.
Ensure compliance with Plan’s procurement procedures and due diligences (20%) :
- Accurately and correctly enter vendor related information in SAP following their approval;
- Prepare Request for Quotations (RfQ) and following review of the Country Logistics Manager (CLM), forward them to approved vendors minding thresholds related requirements;
- Draft waivers when necessary with input from the request and submit for DCD’s approval after review by the CLM
- Coordinate with Procurement Committee (PC) of Plan’s head office for timely opening and assessment of quotes and/or bids;
- Prepare canvass or bid analysis sheet for reviews by supervisor for all transactions below the threshold of the Procurement Committee.
- Coordinate and organize procurement needs from various departments, projects and/or field locations, and translate them into a consolidated procurement plan;
- Update the procurement plan on a quarterly basis and monitor its implementation for timely delivery of goods, works and services.
Ensure timely payment for goods, works and services (10%) :
- Request vendors to submit invoices no later than 5 working days following the delivery of good or provision of services;
- Track all incoming invoices to monitor their payment and share with the supervisor a weekly statement on processing invoices;
- Ensure payment of goods, works, and services delivered is done within 7 working days from the receipt of authentic invoice and correct supporting documents;
- Prepare payment requests with all required documents, get them reviewed by finance staff and approved by CLM before final submission to finance for payment;
- Conduct regular follow up with finance on progress of payments already submitted;
- Prepare payment forecast (Accruals) in agreed template and share with Finance with copy to supervisor on a monthly basis.
Develop and monitor and periodically update suppliers roster and price list (10%) :
- Conduct a transparent process to develop a supplier database for Plan International Sierra Leone;
- Coordinate processes of annual update of vendor database and ensure vendors are assessed as soon as work is done;
- Compile assessment sheets and securely keep them in support to the annual updating process.
- Prepare and send out requests for prices to approved vendors and prepare a standard price list;
- Coordinate with the Procurement Committee (PC) to assess, review, and establish price list;
- Get Long Term Agreements (LTAs) signed with appropriate vendors and make documents accessible to various departments, projects, and field offices;
- Ensure Plan meets its obligations during the implementation of LTAs;
- Facilitate timely vendor evaluation and renewal of LTAs.
Monitor the procurement email box (10%) :
- Follow up on Plan procurement email box at least twice a day throughout the period of call for tender notices;
- Respond to individuals and/or entities who request for tender online within 24hours of their requests;
- Share a summary of tender notices with companies/individuals without providing personal contacts.
- Periodically change the password of the email box and inform supervisor.
Supervise the Procurement Officer (15%) :
- Support the Country Office Procurement Officer to develop Individual Accountability Plans (IAPs) in line with departmental goals.
- Provide regular capacity building, coaching and mentoring for supervisee to effectively deliver his/her duties and responsibilities;
- Complete timely appraisals of supervisee and address poor performance issues without biasness;
- Run orientation session for newly recruited Administration and Logistics team member(s);
- Monitor supervisee’s output over his/her probation and conduct probation review in time to help management take appropriate decision.
Perform any other assigned task within the Admin & Logistics Department (10%) :
- Coordinate importation process and prevent Plan from incurring demurrage;
- Support response to emergency with timely procurement;
- Represent the Logistics Department in the Head Office Procurement Committee (PC);
- Take minutes of PC meetings and share minutes after every meeting.
Key relationships :
- Contact with the Country Logistics Manager to ensure compliance with policies and procedures
- Contact with Procurement Officer for coordination of procurement work
- Contact with the Administration Coordinator for support in some aspect of the role
- Contact with Program Units management and administration staffs for support.
- Contact with Country Office based staffs for support.
- Contact with service providers to request for quotes and get purchase services.
Technical expertise, skills and knowledge :
Essential :
- A recognized Diploma in Business Administration, Procurement or similar qualification from a reputable institution of learning;
- 2 to 3 years of relevant experience in related fields with reputable organization;
- Knowledge of donor’s system policies, rules, regulations and procedures governing fleet management;
- Team working skills with attention to contributions from other team members;
- Capacity to prioritize and manage various workloads with short deadlines in fragile and culturally dynamic environments;
- Diplomatic and interpersonal skill including negotiation and influence skills;
- Capacity to work with many stakeholders belonging to different professional environments;
- Excellent IT knowledge, especially capacity to use common applications, Word, Excel, PowerPoint, email and Internet;
- Loyal, honest, trustworthy and respectful of procedures.
Desirable :
- Good communication skills. Comfortable working with colleagues from different cultures and various internal departments;
- Good writing skills in English;
- Preference for team work and a collaborative working environment;
- Great availability;
- Great listening skills, discreet and tactful;
- Sensitive to cultural and social conditions;
- Commitment to continuous learning; willing to update knowledge in logistics field;
- Ability to respond/manage multiple demands from various sites/departments
- Work experience in an INGO
General accountability :
Child and Young People Safeguarding Policy
Ensures that Plan International’s global policies for child and young people safeguarding policy (CYPSP) 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.
PLAN INTERNATIONAL’S VALUES
https://plan-international.org/about-us/careers-plan-international/our-values-work
Applications :
Last date for submission of Application (CV and cover letter) is: 18th July, 2019 by 5:00 pm
To apply for this job, kindly click on « Apply ».
Your application should include:
- A cover letter
- A comprehensive CV including details of two referees, one of whom should be your current of most recent supervisor
Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.
Location: Sierra Leone (National Position)
Type of Role: Procurement Coordinator
Reports to: Country Logistics Manager
Salary: D1
Closing Date: 18th July 2019
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy.
As an international child centred community development organisation, Plan International is fully committed to promoting the realisation 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.
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.
