Location: Dessie, Ethiopia
Company: Plan International
Job Description
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
role PURPOSE
The position holder will be responsible. for the implementation of the Procurement Guidelines and Procedures of the organization. He/she fulfils this responsibility through the processing and follow-up of requisitions into purchases and tenders.
Accountabilities and MAIN WORK ACTIVITIES
Procurement Processing and Follow-up (60%)
- Undertake successfully all procurement processing and follow up of goods and services requested for emergency and development response operation or other requests as assigned by the supervisor
- Receives requests for goods and services (requisitions) and ensures their completeness/compliance before they are processed; based on the procurement plan.
- Advises requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale;
- Commits to lead time estimations and is held responsible until timely indicated otherwise on the basis of clear and justifiable grounds;
- Responsible for sourcing of products, timely collection of quotations as per the procurement threshold/guideline and approved purchase requisition for goods and services and performing purchase transactions.
- Work with the procurement committee as the secretary (not a vote member)
- Prepares comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee
- Ensure that purchased items and services meet the stated requirements and takes care of delivery to the office/warehouse.
- Receives/collects invoices, arranges cash/cheques and withholding tax receipts with the Finance Department and makes payments when required. Submit GRN timely to finance department.
- Coordinates the collection/delivery of goods, including adequate record keeping (GRN, GIN)
- Arranges transportation from suppliers to the office/warehouse, as necessary.
Performance of Transactions and Purchasing (20%)
- Perform effectively transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
- Prepare a weekly and monthly overview of requisitions processed and outstanding, including lead times.
- Prepare procurement tracking sheet and share to immediate supervisor and other concerned staffs every two weeks.
Market Assessment (20%)
- Conduct appropriate market assessments upon the direction provided by Admin and Logistics Coordinators.
- Collect adequate information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Logistics Coordinator.
- Maintains an up-to-date Suppliers List and submits the list regularly for revision and endorsement to Emergency Logistics Coordinator/ PA Logistics Coordinator, Program Area Manager, Tendering Committee and PAMT;
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
- Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
- Ensure 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.
- Ensure 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.
QUALIFICATIONS AND EXPERIENCE REQUIREMENTS
Qualifications/Experience Essential:
- Bachelor degree in Business Administration, Management, Purchasing and Supplies Management, Supply Chain Management or related field
- A minimum of 3 years of relevant work experience
Qualifications/Experience Desirable:
- Experience in UN Or NGO environment involving in the procurement activities
- Experience in emergency procurement is advantageous
Languages Required
- Fluency in English language is essential
- 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.
Location: Dessie
Type of Role: Purchasing
Reports to: Supply Chain & Admin Coordinator
Grade: C1
Closing Date: December 30, 2022
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.