Dimensions of the Role
The Procurement Coordinator will be responsible for the management and oversight of the procurement function for the country operations. This position is responsible for ensuring overall and adequate procurement support for the country to implement a wide variety of programs which includes developing systematic ways of handling the function and managing all contracts for procurement/purchasing, supplies and services, market assessments and analysis, and supplies costing. The Procurement Coordinator is therefore responsible for efficient and effective organization and coordination of the Procurement team ensuring supply planning and proactive front end procurement support to meet project needs and requirements, achieving compliance to Donor, Grants and Plan International procedures and systems and upholding high standards in procurement ethics. The Procurement Coordinator will also oversee performance of the procurement services in different Program Areas and Sub Offices.
Accountabilities
1. PROCUREMENT AND SUPPLY MANAGEMENT
· Responsible for effective procurement management to ensure goods and services are purchased on time to facilitate project implementation while ensuring the organisation receives value for money.
· Work with the Head of the department in providing input on the global development and review of the L & P section of the Operations Manual particularly on the procurement aspects.
· Support the Head of Logistics and Admin Department in cascading related procurement related organization policy framework to all country procurement staff within the country while ensuring clear understanding and application at all times
· Support the Head of Logistics and Admin Department in engaging with the Programme Leads on the Development of the Project Operational Plans (POP) providing key procurement components in collaboration with all other procurement staff as well as leading on the implementation, monitoring and reporting of the procurement progress
· Support the Head of Logistics and Admin Department in the approval of the standard purchasing paperwork & processes in line with the Delegation of Authority (DOA) and related.
· Support the Head of Logistics and Admin Department on engaging in project proposal and design including project budgeting as well as providing input to project proposals on key procurement aspects e.g. feasibility of activities materials requirements, activity timelines considering supply timelines, procurement team resource requirements for the project proposal
· Support the Head of Logistics and Admin Department in the design, implementation and monitoring of procurement operations for each project
· Work with the Head of Logistics and Admin Department in defining, implementing and monitoring procurement KPIs - Set procurement targets and develop key performance indicators for the procurement function
· Coordinates the drafting of an Annual Procurement Plan from the jointly developed Project Operational Plans for the Country Office in conjunction with all stakeholders (department heads, PAMs and CLT) and reports about progress working closely with the Head of Logistics and Admin Department;
· Coordinate with the Head of Logistics and Admin Department in providing feedback and advice on the Project Operational Plans of the Program Units ensuring they are prepared on time and are in line with Donor/ Plan policies requirements;
· Coordinates with the Global Central Procurement Team on all international procurements when requested by Head of Logs and Admin and manages importation and customs clearance with the support of the Procurement staff and Liaison Section.
· Work with the Head of Logistics and Admin Department to maintain and update the supplier database which is able to adequately serve the needs of the country programmes at all levels (national level, country regional level set up as well as local level)
· Advice on the various Grant procurement rules and regulation and monitor procurement transactions to ensure compliance at all times.
· Effectively manage suppliers to ensure timely delivery of the requested supplies.
· Oversees open and closed tender procedures and performs comprehensive analysis in close liaison with the Head of Logistics and Admin Department together and the respective Tender panels on a case by case basis and in line with the Operations Manual;
· Manage and oversee large procurement contracts including troubleshooting, negotiation and supplier performance management
· Manage all importation and custom procedures ensuring the correct registration is in place in close collaboration with the Head of Logistics and Admin Department
· Overally responsible for the management and continuous improvement of country procurement function for all country programs (Influencing, development and emergency projects)
· Assess and engage with markets and suppliers as needed
· Take part and contribute to the identification, assessment capacity building & support, monitoring and coordination of partners on the procurement related function
· Manage and mitigate risk in the procurement function by demonstrating zero tolerance for corruption, fraud, violation of procurement principles and ethics.
2. COMPILATION OF LOGISTICS AND ADMIN REPORTS AND COMPLIANCE
· Produces weekly, monthly and quarterly updates for key management decision making on major procurement issues.
· Prepare quality country procurement reports and submits the same to the Head of Logistics and Admin Department and Head of Logistics and Administration
· Produces other procurement progress reports and shares these with all stakeholders regularly and pro-actively, including audit following up on procurement related audit actions in close liaison with the Head of Logistics and Admin Department.
· Analysis of monthly procurement reports, follow up on arising issues to monitor procurement performance and take corrective action
· Implements agreed donor rules and regulations in procurement and usage of Donor funds.
· Capacity builds staff and partners on various procurement processes and donor procurement rules.
3. STAFF MANAGEMENT FOR THE PROCUREMENT SECTION
· Procurement team human resource planning - Recruit, grow and retain procurement staff.
· Performance Management - Manage, motivate, develop and oversee the performance of staff in line the organization’s systems, rules and regulations for HR management including staff evaluation, training and career planning.
· Develop work plans for the procurement team.
· Monitor procurement team performance and take actions when needed so that objectives are met (either continuously or on time when relevant),
· Creating a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.
· Supervise and manage performance for procurement staff including, coaching, mentoring and capacity building.
· 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.
· Any other duties as directed by the Head of Logistics and Admin Department.
Technical expertise, skills and knowledge
Essential Skills
· Strong technical skills in supply chain, Professional integrity and accountability, Able to keep the big picture in mind and work in detail, Negotiation skills, Solutions orientated focused on programme outcomes, Decision making, Works in an open and accountable way
· Budget skills including effective use of resources, Able to keep the big picture in mind and work in detail, Negotiation skills, and Influencing skills.
· Able to set own and department objectives, Able to give clear direction, Able to manage competing priorities, Strong technical skills in supply chain, Able to keep the big picture in mind and work in detail, Solutions orientated focused on programme outcomes, Works in an open and accountable way and cultural sensitivity
· Ability to manage and resolve conflict, Situational leadership skills including being able to lead by example, Cultural sensitivity, Listening skills, Communication skills,
Essential – Qualification and Experience
· Bachelor degree in Business Administration, Logistics Management or related field
· Minimum of 10 years of relevant work experience (4 years of which must be in a supervisory position with management responsibility) in a Corporate, UN or NGO environment, including significant logistic experience running both emergency and development programs.
· Substantial experience in logistics, including procurement, supply chain and inventory management
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