Supply Chain Specialist-Southern PIIA

The Organization

Plan International is an independent development and humanitarian organization 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

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?

Under the direct supervision of the supply Chain Manager, Plan International, supply chain specialist function is to support the thematic Program teams by coordinating to ensure that procurement of goods and services are done in line with Donor and Plan’s policies and procedures (Operationa Manual, procurement guidelines, donor agrements) and

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 post such as budget; list of direct and indirect reports

• Report to Head of Finance and Operations.
• Member of Extended CLT
• Procurement and supply systems and processes for compliance and management information
• Risk Management in procurement and supplies for the Program Impact and Influencing Area (PIIAM)
• Administrative Assistant reports to the role
• Area of Responsibility – PIIAM
• Coordinates or collaborates to the implementation of Projects

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.

“What” is done and “why”, but not “how”; include indicators for success

• Support the PIIAM in implementing procurement management systems, including purchasing and tender/bidding procedures, sourcing quotations for goods and services based on approved requisitions originating program teams and departments in line with Donor and Plan International procurement guidelines.
• Support in the procurement process by preparing invitation to bid, short listing or prequalification; preparation of tabulation of technical bids and submission of such bids to the Selection Committee for review.
• Contact suppliers for additional information required by Selection Committee Members.
• Undertake periodic local market surveys in collaboration with the Plan Ghana supply chain unit to guide Selection Committee Members’ deliberations, decisions and or recommendations and also maintain a roster of suppliers/contractors for the purpose of fair and competitive bidding process/systems in line with the Plan Ghana process and approved vendor list.
• Conduct annual vendor assessment and use information from the report to update the master vendor list
• Process the purchase and supply of goods and materials for the PIAAM as per the Operational Manual (OM) and   the Procurement Guidelines and procedures to ensure value for money is obtained at all times.
• Ensure that all vendor details, requisitions, price comparison, purchase order are entered in SAP
• 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.
• Follow each stage of the supply operations from the submission of purchase requisition up to delivery in-country in coordination with the Administrative assistant for receipt of goods and verification and matching in comparison with goods receipt notes and delivery notes.
• Responsible for drafting contract agreement in line with laid down processes
• Maintain a schedule of all contract agreement for prompt renewal, if required.
• Maintain a schedule of fleet movement
• Provide oversight supervision of drivers
• Fulfil Plan’s Child Protection Policy at all times to safeguard and protect the child at all times without any reports or incidents of child abuse.
• Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

Communication and Working relationships

• Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipment, utilities repairs and maintenance that would ensure Plan receives value for money.
• Maintains a high contact with all country office staff to receive and process requests for procurement related services.

Maintains medium contact with staff in the program unit office to offer support, information, influence and or reasoning with regards to procurement related issues.
 
Dealing with problems:

This includes how much freedom the position has to make decisions; for example,
Understands administrative requirements as per the OM and local procurement guide and procedures and provides required services to staff

• Supports with coaching staff on the discharge of procurement functions
• Exhibit a good sense of judgment and responsibility in the performance of duties
• Works with minimum supervision
• Refers all final decision making to a senior manager
• Ensure the principles and guidelines on the new Global Policy on Prevention of Sexual Harassment, Exploitation and Abuse is fully embedded and in your area work.
• Ensure all concerned person, Child, member of a community where Plan International works and/or Programme Participant knows how to and feels safe and empowered to report any concerns, allegations or suspicions of Sexual Harassment, Exploitation or Abuse and the report is taking seriously.
• Create and strengthening the capacity of all staff, Associates and visitors to prevent and respond in a timely, effective, safe, comprehensive and confidential manner to all complaints, allegations and incidents on Sexual Harassment, Exploitation and Abuse.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.

Key relationships

This section refers to people inside and/or outside of the organisation that the post-holder needs to have contact with, and why. This should include virtual presence.

• Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipment, utilities repairs and maintenance that would ensure Plan receives value for money.
• Maintains a high contact with all country office staff to receive and process requests for procurement related services.
• Maintains medium contact with staff in the program unit office to offer support, information, influence and or reasoning with regards to procurement related issues.

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

Gained through education, training, & experience

Qualification and Experience

• A minimum of academic qualification of Bachelor’s degree in Supply Chain Management or Procurement.
• At least 4-6 years progressive work experience in a similar position in an INGO environment. 
• A member of Procurement professional body such as CIPs, ISM, MGIPs etc is an added advantage
• Solid knowledge of Procurement systems and practices, policies and procedures
• Good understanding of donor rules and regulations is a plus
• Strong negotiation skills

Demonstrated behaviors needed by the post-holder to successfully perform the role:

• Timeliness and proactive in the discharge of duties 
• Good planning organizational abilities
• Communicates  in a manner that inspires confidence and professionalism
• Good supervisory and listening abilities
• Open to feedback and willingness to adopt to new approaches and processes
• Ability to inter-face with all levels of management
• Analytical and attention to detail
• Good team player
• Safety and security conscious
• Good presentation and attention to details

Skills Specific to the post needed to put knowledge into practice.

• Good communication and ICT skills
• Good inter-personal skills
• Good client/customer relations
• Good writing and reporting skills
• Good negotiation skills
• Strong team player
• High level of discretion
• Planning & organizing
• Good SAP Knowledge/Skills related to procurement transactions

Plan International’s Values in Practice

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 organization 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 maximize 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

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

Physical Environment

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

Travel requirements

This position requires 80% of Work time within the CO and 20% of travel time on field related activities in the Program Unit/Program Area.

Level of Contact with Children:

Low contact: No contact or very low frequency of interaction

Mid contact: Occasional interaction with children

High level: Frequent interaction with children

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.

HOW TO APPLY

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Closing Date: 28th July, 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 organizational 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.