Supply Chain and Admin Manager

at Plan International Ethiopia
Location Gambella, Ethiopia
Date Posted January 4, 2023
Currency ETB


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 75 countries.



Procurement Planning and Sourcing

  • Support the country strategy, annual planning and project design and planning process by providing procurement historical data
  • Procurement plans for departments and projects are analyzed and sourcing plans are in place (LTAs, pre-qualified suppliers, new market/supplier assessments, etc.)
  • Compile and communicate donor Rules & Regulations to the procurement team for new grants
  • Objectives setting – stakeholder procurement planning and engagement
  • Coordinate with cross functional teams
  • Risk Management and information to projects/programme management


Procurement Buying

  • Distribute workload
  • Finding better ways of working in streamlining processes
  • Supervise tenders and large purchases
  • Supervise intercompany purchases (international)
  • Coordinate and consolidate needs across the program area to action better purchases
  • Maintain lead time for different thresholds and methods of procurement
  • Support local partner organizations with their purchases
  • Accountable for procurement staff to deliver
  • Ensure good procurement practices and procedures are understood and applied within the CO + PA


Supplier Management/Partner Management

  • Customer relationship building – coaching and mentoring
  • Ensure appropriate supplier/partners selection and maintain database
  • Review supplier/partner performance & KPIs
  • Partner capacity assessment and gap analysis/action plan for partner procurement management


Monitoring and Tracking

  • Monitor performance and efficiency of procurement
  • Contracts performance monitoring
  • Operations monitoring: purchased vs planned, proactively look at ongoing business done / planned
  • Decision making over data analysis
  • KPIs and Management Standards




Asset Management

Ensure compliance with procedures and policies

  • Ensure assets are allocated as per requirements
  • Ensure Maintenance schedule is in place
  • Ensure Maintenance is done in time
  • Ensure movements of assets is monitored and tracked
  • Monitor the cost of ownership and assets status
  • Ensure appropriateness
  • Report utilization
  • Ensure regular inventory checks and count are in place
  • Responsible for Periodic sample spot check
  • Responsible for inventory count
  • Ensure appropriate traceability of assets, from receipt, ownership, cost control and disposal
  • Lead on Disposal process
  • Ensure donor and internal rules are met
  • Replenishment plan is in place
  • Sign off and escalation to management
  • Yearly planning and budgeting


Fleet Management

Define optimum Fleet size

  • Ensure appropriate Vehicle type selection in line with operational needs
  • Ensure timely and smooth Reallocation and disposal of assets
  • Manage the country fleet to reallocate, dispose of, or purchase vehicles to ensure an optimal and Responsible for costs being budgeted and recovered for
  • Make reception of new vehicles
  • Ensuring fleet is operated efficiently
  • Ensure compliance of assets and staff
  • Ensure accountability of the team within the process
  • Review budgets
  • Ensure costs data are maintained and regularly recorded and accurate
  • Ensure safety and security measures are updated and relevant, risks are mitigated and reduced, and regulations are followed.
  • Ensure all vehicles in the country have insurance policies in place, check the insurance policy for suitability
  • Plan for Training on safety and security
  • Work with security department on common matters


Warehousing and Inventory

Approval for stock movement

  • Procedures for stock management are in place
  • Ensure staffing and systems in place
  • Warehousing strategy is in place vs overarching supply chain strategy
  • Ensure that standards are met
  • Procedures for warehouse management are in place
  • Review supply chain/procurement plans clarify and establish the warehouse space requirements
  • Analyze report and orient
  • Set up local SoP and strategies
  • Lead on bi-annual inventory
  • Ensure data is reported in time, accurately and reliable
  • Ensure warehouses and stock are optimum (stock levels and storage capacity)



Administration (10%)

Understand Health and Safety risks related to office management

  • Ensure premises are suitable for the current and future needs of the department/project
  • Understand Health and Safety risks related to office management
  • Ensure Premises are well managed, maintained and meet safety and security standards
  • Ensure the closure of premises is properly planned and authorized
  • Supervise office leases and utilities, security
  • Market assessment and sourcing of new property
  • Coordinate with stakeholders
  • Monitor flow of documents and activities
  • Ensure traceability


Report & Team Management (5%)

  • Generate period Report on Admin, Procurement, Fleet, Stock & Asset and KPIs’
  • Responsible for Performance management of the team
  • Lead Recruitments, onboarding and performance management
  • Diffuse departmental procedures and policies to the team
  • Training on departmental policies and standards
  • Capacity building of the team



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 the team members under supervision 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.

Job 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
  • 10 (ten) years demonstrated relevant logistics and supply chain related work experience out of which 2 (two) years must be in a supervisory position with supervisory 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 on supervisory roles.
  • 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

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.

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