Procurement Assistant at Plan International

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Procurement Assistant | Plan International | Location: Maroua, Enugu

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 80 years, and are now active in more than 70 countries.


DIMENSIONS OF THE ROLE
 Process the purchase and supply of goods and materials for the PIIA as per the Operation Manual (OM), local procedures and policies to ensure value for money is obtained at all times,
 Process with 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,
 Process with the preparation, update and maintenance of contracts to keep and track all contracts without any reports on program disruptions due to maladministration of contracts,
 Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement goods and materials for program activities,
 Ensure that all the procurement activities are capture in SAP,
 Monitor and follow-up the hotel and conference room booking,
 Monitor and follow-up all vehicle fleet movement,
 Monitor and manage the team of Front Desk Assistant, Receptionist and Janitors to ensure they perform effectively and provide the required support services,
 Prepare and follow-up the administrative department cash forecast,
 Responsible for the rapid identification and setting up of office and staff accommodation, and other premises in fast changing and volatile environments. This includes fitting of equipment required to run the office and ensuring the staff movements.
 Coordinate asset management for all projects under the area of responsibility including; disposal plans asset verification, compliant purchasing. Process with the registration, update and status of the fixed asset acquisition /movement, to keep and track all assets with no reports of loss of assets,
 Ensure suitable accommodation, communication means and transport is in place for staff, visiting Plan staff, and consultants
 Ensure the office & its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions,
 Drafting of Letters and contracts
 Share cost recovery vehicle usage charging invoices with finances department; updated data for vehicle cost recovery annually
 Supervision of admin staff; review and fixing objectives, Midterm Appraisal and final evaluation;
 Preparation, update and follow-up of the procurement Plan (monthly/quarterly);
 Keep the Operations Manager informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for program implementation, and submit all document to his approval,
 Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.
ACCOUNTABILITIES

  • Understands administrative requirements as per the Procurement guide and other policies and procedures and provides required services to staff;
  • Exhibit a good sense of judgment and responsibility in the performance of duties;
  • Works with minimum supervision;
  • Refers all final decision making to the supervisor
  • Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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

  • Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipment’s, utilities repairs and maintenance that would ensure Plan receives value for money.
  • Maintains a high contact with all PU Office staff to receive and process requests for administrative services;
  • Maintains medium contact with country staff from the Program Unit to offer support, information, influence and or reasoning with regards to administration related issues.
  • Inside the organization technical relationships with Country Administrative Manager,

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential

  • University Degree or Two years University Certificate in Logistic / management/ law
  • Minimum two years’ experience of purchasing, maintaining inventories and materials
  • Computer skills
  • Ability to use general office equipment such photocopiers, printers etc…
  • Experience working with an international NGO would be an advantage
  • 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

Desirable

  • Planning and organizing abilities
  • Timeliness and proactive in the discharge of duties
  • Ability to inter-face with staff visitors and partners at all levels
  • Communicates in a manner that inspires confidence and professionalism
  • High sense of judgment and responsibility
  • High safety awareness level of area of operation
  • Good team player

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 organisation 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 maximise 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

  • 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.

PHYSICAL ENVIRONMENT
Travel requirements
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

Type of Role: Procurement Assistant
Grade: B

E arly application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

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 his/her understanding of these recruitment procedures.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

Closing Date: 30/08/2020

Method of Application
Interested and qualified candidates should:
Click here to apply