Supply Chain Officer at Plan International Rwanda: (Deadline 10 November 2023)

Career Opportunities: Supply Chain Officer (48007)

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 85 years, and are now active in more than 80 countries.

ROLE PROFILE

ROLE PURPOSE

Plan International is a rights-based development and humanitarian organization working for a better life for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy specifically focuses on girls, as they are often the most marginalized and often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide, and thrive. This is our contribution to reaching the sustainable development goals, and the goals of gender equality.

Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking, and innovative individuals to lead our country’s operations, driving change and delivering results that will allow us to reach our target of 100 million girls.

The incumbent will work as Supply Chain Officer to ensure goods and services are procured within Services level agreement and within the best supply chain principles and practices. The position is responsible for procuring goods and services in a timely manner, taking into consideration end-to-end processes, and value for money while adhering to Plan International policies, procedures, and donor regulations.

MANAGEMENT SCOPE, REPORTING LINES, KEY RELATIONS

Direct Reports: The post holder will report to the Supply Chain Manager and will manage the Drivers and Office Assistants.

Key Relationships

Internal:

• Program Leadership Team (PLT) members
• Internal technical networks as relevant
• Functional departments Heads at PIR

External:

• Plan International Rwanda Partners
• Suppliers and consultants for service & goods

Level of Contact With Children 

Occasional interaction with children

Physical Environment

The position is typical office environment based at a country office with a 5% travel frequency to the field location.

Accountabilities and MAIN WORK ACTIVITIES

Procurement Management 60 %

• Receive procurement requests with correct specifications, budget lines, delivery dates, and delivery locations.
• Ensure the consolidation of projects & department procurement plans
• Ensure all submitted purchase requisitions are on the procurement plan with the distribution list to ensure the value for money and misallocation of resources.
• Creation of purchase requisition into the system as per the requestor specifications.
• Receive and register tender bids in the log book and communicate to the supply chain Manager the closing date to allocate the tender opening & analysis schedule.
• Invite requests for quotations from suppliers based on the submitted procurement requests and specifications.
• Prepare canvass sheets based on received quotations from suppliers. Submit canvass sheets to the concerned Program Managers for review and approval for purchase.
• Managing the filing system of the supply chain department respectively for ease of reference (filling procurement tendering documents, uploading procurement process into the system.
•  Prepare the invoice and submit them to finance for the payment process
• Managing and tracking the ongoing purchasing agreement (expiry date, and communicating with the Supply chain manager where an extension is required.
• Post receipt (MIGO) of the procured items after the concerned requestor has signed for receipt of the same.

Transport & Distribution of Supplies 20 %

• Prepare necessary transport mode and relevant documents for the delivery of supplies from storage sites to the beneficiary location or other agreed points of distribution.
• Prepare proper distribution documentation in place for accountability, such documents include, goods received notes, distribution forms, reports, beneficiary lists as well as specimen signatures of the people receiving Plan goods and materials.
• Ensure the availability of a distribution plan before commissioning goods to a distribution site to avoid unnecessary storage of goods and materials.
• Ensure all goods or materials being transported are accompanied by relevant documents such as waybills, and GRNs, and the same is received and signed by the intended receiving persons.
• Ensure transported materials are properly packed as per the request by the users
• Keep track of the goods being transported to the distribution sites for better accountability
• Coordinate with the programme staff for the proper distribution of goods taking into account the safety of the goods.

Reporting: 20 %          

• Prepare bi-weekly purchase requisition status and share it with Program staff (PLT)

• Prepare monthly and quarterly procurement tracking reports and Purchases under Long term Agreements.
• Prepare monthly reports on ongoing purchasing agreements

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) Commitment (5%)

• Commit and contribute to an environment where children and adult program participants feel respected, supported, safe, and protected;
• Never act or behave in a manner that results in violence including SHEA against a child, young person or adult or places them at risk of such violence;
• Be aware of and adhere to the provisions of the Safeguarding Policy, PSHEA Policy, and COC of Plan International;
• Report and respond to safeguarding and SHEA concerns and breaches in line with the applicable procedures of Plan International;
• Maintain confidentiality of safeguarding and PSHEA concerns reported;
• Ensures that vendors are properly inducted on and understand 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 South Sudan contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Dealing with Problems:

• Working effectively with other departments for effective programme deliveries.
• Working in an environment where rapid change might suddenly alter priorities

Leadership COMPETENCIES

• Setting and communicating ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
• Setting high standards for self and others’ behaviour, 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.
• Holding self and others to account for what we have agreed, dealing with a poor performance quickly, firmly and constructively.
• Creating a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivating and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
• Positive about change and supporting others in adjusting to it, helping them understand.

Business competencies

• Are aware of the values and the global strategy and understand why Plan International’s purpose is so important in advancing children’s rights and equality for girls globally.  Understands and applies the principles of workplace safeguarding.
• Understands the planning procedures relevant to their role and contribute to annual planning where possible.
• Managing people and information including skills in assessment and coaching, evidence-based management and digital working, including personal digital skills.

TECHNICAL EXPERTISE, KNOWLEDGE AND SKILLS REQUIRED TO ACHIEVE THE ROLE’S OBJECTIVES:

Knowledge

• University degree or Diploma Preferred in Supply Chain Management, Business Administration, Transport or related field with equivalent three years experience.
• 2-3 years of professional work experience in logistics management in a humanitarian setting
• Demonstrated capacity for self-organization.
• Experience in managing day-to-day interactions with contracted external service providers and analysing their performance.
• Ability to be proactive, prioritize, multitask, and perform efficiently and effectively with individuals in a fast-paced working environment
• Ability to identify potential problems before they occur. Proactive in preparation and uses initiative in response

Skills

• Strong negotiation,
• Understating of the total cost of ownership.
• Understanding and ability to execute Plan International procedures.
• Understanding of supply base, comprehension of terminology and mastery of procurement processes.
• Market analysis’s ability, supplier analysis and selection.
• Strong analytical and problem-solving skills
• Computer literate in the use of relevant software and other applications
• Excellent verbal and written communication and presentation skills; in English
• Excellent mathematical skills and attention to detail.
• Excellent interpersonal skills, including the ability to build relationships with colleagues at distances;

Behaviours

• Up-hold high degree of integrity and Supply Chain business ethics.
• Able to deliver during tight deadlines.
• Able to understand and commit to the mission, vision and values of the Plan.
• Able to work effectively with others (a good team player).
• Self-driven, organized and results-oriented.
• Focused and strives for high-quality delivery of programs.
• Cross-culturally agile and gender sensitive.
• Aware of own strengths, and weaknesses and proactive in using feedback to promote self-development.
• Aware of the impact of his/her actions on others and able to create a positive work climate.
• Creates a strong sense of purpose within the team and to stakeholders
• Holds self and others to account to deliver on agreed goals and standards of behaviour

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

Name………………………………………. Sign…………………. Date………………..

Location: Country Offoce

Type of Role: Supply Chain

Reports to: Supply Chain Manager

Grade: Level 12

Closing Date:10 November, 2023

Application link: https://career5.successfactors.eu/sfcareer/jobreqcareerpvt?jobId=48007&company=PlanInt&st=08E1FA95F68FA05D9ED553676741502CB899B236

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.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.