ROLE PURPOSE

The position holder is responsible to support the efficient and effective implementation of Programs by ensuring; availability of logistics support on time and with required standard. Financial reports are accurate, reflecting the reality of logistics related transactions incurred at all times, Projects logistics activities are effectively implemented according to donor requirements, and Development and maintenance of systems within the grants portfolio.

Contract Duration: Six months with possibility of Extensions

Management scope, reporting lines, key relationships

Directly reports to: Supply Chain Coordinator

Key relationships

Internal: Effective working relationships with program area staff and frequent communication with, Plan staff and various internal staff networks

External: Initiate, develop and maintain a range of working relationships, including with suppliers and government counterparts

Level of contact with children

• Mid contact: Occasional interaction with children

Physical Environment

• The position is typical office environment

Accountabilities and MAIN WORK ACTIVITIES

Procurement Management (30 %)

• Implement all procurement process in accordance of PIE procurement; Follow up and compile the procurement plan from each budget holder
• Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions; proceed purchase of goods & service as per approved purchase requisition
• Collect information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Manager and PA Logistics Coordinator; ensure that purchased items and services meet the stated requirements and takes care of delivery to the Program Area office.
• Ensure performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
• Receive requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed; Advise requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale.
• Prepare comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee;
• Follow regular store documents, and properly documented completed pads of any GRN and Issue vouchers.
• Collect quotations as per the Procurement Guideline and forwards them to the supervisor; reports any difficulties (sourcing, stock outs, unavailability) immediately to the supervisor and consults the requestor when needed;
• Support in different procurement specific country wide initiatives as advised by the PA Logistics Coordinator
• Prepare a weekly procurement status report and communicate to all requesters

Transportation & Fleet management (30 %)

• Assign and manage all vehicles and motorbikes in accordance of PIE fleet management policy and in consultation with logistics coordinator.
• Arrange transportation from suppliers to the office/warehouse, as necessary with the  prior approval of logistics co-ordinator;
• Check and sign each vehicles log-sheet every week, develop history file for each vehicles & motorbikes.
• Follow maintenance, fuel consumption, and annual inspection and insurance policy renewal of each vehicles and report to PA
• Approve and sign weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all vehicles
• Maintain a vehicle inventory for the PA and advise about vehicle allocation; carry out a monthly analysis on office and rental vehicles usage for decision making
• Support PA Logistics Coordinator in country wide Fleet initiatives
• Prepare and submit fleet report monthly base to APA log Coordinator.

Asset management (20 %)

• Prepare inventory lists for items at sub-office level
• Timely update fixed asset registration according to the organization asset management policy
• Follow up recording and tagging fixed asset timely
• Undertake periodic inventory for fixed asset and other consumables item in the store
• Ensure that storage areas, facilities and equipment meet the minimum requirements and standards.
• Supervise all store transactions to be carried out in compliance with the store and fixed assets guidelines.

Supervisory role (20 %)

• Supervise drivers, Security Guards and store keepers
• Receive, check and authorize weekly and monthly reports Drivers, Security Guards and compiles them into unit-wide regular reports.

Leadership andBUSINESS management COMPETENCIES

LEADERSHIP COMPETENCIES

• Set high standards for self-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.
• Hold self 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.
• 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

Technical expertise, skills and knowledge

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/ experience essential:

• Bachelor’s degree in Business Administration/logistics Management, Purchasing/Supplies Management or related field.
• At least 3 years of relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.

Qualifications/ experience desirable:

• Substantial experience in procurement and fleet management.

Languages required

• Fluency in English language is essential