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.
Title: Supply Chain Manager
Functional Area: Operations, Country Office
Reports to: Head of Finance and Operations
Location: Country Office
Travel required: 30%
[A concise statement, capturing the primary reasons that this role exists and a clear articulation of the context of the role. How will this role contribute to creating lasting change for children?]
Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.
The Supply Chain Manager provides management, leadership and strategic direction for the Logistics and Administration function within the country according to Plan’s global logistics and procurement principles, policies, global standards as well as best practices while taking cognizant of the local environment and business needs in line with the Country Strategy linking up to the Plan International Global strategy.
DIMENSIONS OF THE ROLE
[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]
The Supply Chain Manager will be responsible for the management and oversight of the Administration and logistics function for the country operations, which includes fleet management, Warehouse & storage, Asset management, safety and security, office administration and risk management. This position is responsible for ensuring the execution of Logistics and Admin departmental plan and adequate operational support for the country to implement a wide variety of programs which includes developing systematic ways of handling the function and managing adequate documentation and compliance of processes.
The Supply Chain Manager is therefore responsible for efficient and effective organization and coordination of the logistics and admin teams ensuring supply planning and proactive front end logistical support to meet project needs and requirements, achieving compliance to Donor and Plan International procedures and systems and upholding high standards and ethics. The Supply Chain Manager will also oversee performance and compliance of operations in Programme Implementation and Influencing Areas (PIIAs).
The supply chain manager will/is;
*Report to Head of Finance and Operations.
*Member of Extended Country Leadership Team
*Ensure Procurement and Supply Chain systems and processes for compliance and management information.
*Responsible for Risk Management in procurement and supplies for the Country Office
Financial measures or statistics relevant to post such as budget; list of direct and indirect reports
*One Administrative Coordinator and Supply Chain Coordinator report directly to the role.
*Area of Responsibility – Country office
*Provide technical support to Supply chain Specialist
[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.
This should include a series of brief statements that define the end results required. e.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.
Statements should ideally be worded so that they will lead to thoughts of measurement. For example, it is better to state something like “achieve maintenance standards” than “undertake maintenance”. The former leads to a measure against the maintenance standards.]
“What” is done and “why”, but not “how”; include indicators for success
1.Legal Issues: Nurture good relationships with the Government of Ghana
a. Ensure that Plan adheres to all aspects of the Country Agreement between Plan and Ghana Government;
b. Ensure that required reports from Plan to Ghana Government are sent in a timely manner.
c. Ensure Plan complies with all applicable laws and regulations in Ghana;
d. Ensure Plan enters contracts that are reasonable, protect its interests and are risk free;
e. Ensure Plan has access to high quality legal advice by facilitating/monitoring relationships with Plan’s lawyer for administrative and legal matter;
f. Ensure Plan maintains an appropriate registration, understands and complies with its requirements;
g. Ensure consistent application of Plan’s Anti-Terrorism Screening (ATS) policy;
h. Ensure that Plan contracts are based on pre-approved format by Plan’s lawyer and on Plan’s minimum guidelines of contracts/agreements.
2. SupplyChain, Assets and Fleet Management
a. Collaborate with all department heads and staff to ensure purchase of goods and materials is properly planned, timely delivered in the required quantity and quality at an effective cost;
Maintain and update quarterly procurement plan
b. Regularly assess risk that is likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed;
c. Ensure relationship with suppliers and service providers are nurtured and free from any conflict of interest with Administration team.
d. Conduct annual assessment on vendors and share report with extended CMT.
e. conduct physical verification of assets
f. Ensure assets disposal is carried out in due respect of organizational procedures and sound documentation is kept of the process;
g.Facilitate the annual insurance survey and submit quality report to headquarters;
h. Ensure notification is made to relevant persons within, using the incident/loss notification form in the 48 hours of occurrence of incidents, damages or losses;
i. Ensure mechanisms and relevant tools are in place to document asset transfer;
j. Ensure there is an adequate insurance cover for all vehicles at all times and their licenses are always up to date;
k. analyse reports for vehicles usage (fuel, maintenance & speed limit report) and shared CMT on monthly basis.
l. Manage the acquisition, review and disposal of the organization’s assets to avoid any reports of losses or damages
3. Facility Management: Ensure Plan’s facilities are in good order and well secured for Plan’s work.
a. Ensure there is a sound mechanism for the regular and timely maintenance of Plan premises;
b. Ensure that Plan International Ghana’s facilities are covered by appropriate insurance policy and monitoring mechanism exist to ensure damages are promptly repaired by the insurer;
c. Ensure that Plan’s Office, compound and housing are in good standard of management;
d. Ensure that Plan has in place an adequate security system in its premises for staff, vehicles, equipment etc.
e. Supervise/facilitate conferences/workshops and visits arrangements.
4. Security Management: Acts as the focal point for security.
a. Ensure all Plan offices are manned by reputable security companies.
b. Ensure that adequate security measures are provided to safeguard the organization’s people, property and programs to ensure staff are safe and protected at all times. Serve as the security focal point person for the organization.
c. Put in place Standard Operating Procedures and share with staff.
d. Conduct security risk assessment for all office locations
e. Hold quarterly review meetings with Security Company and share report with management.
5. Contract Management
a. Formulate, review and administer contracts for program implementation without any adverse field reports or complaints
b. maintains a register for all contract agreement.
Indicators for success
Country programs and activities are implemented successfully at various offices without any lack of administrative support services
– Established administrative systems, policies and procedures are being followed and adhered to
– Contracts are well administered without any adverse reports
– Assets are properly managed and disposed off without any reports of losses or damages
– Plan’s personnel, property and programs are safe and protected at all times
– Less legal suits
Communication and Working relationships
* Produce adequate policies and procedures to ensure smooth performance of administrative functions in the organization as per requirements of the FOB and other organizational policies and procedures and provides sensitization to staff to comply
* Coaching of staff on implementation of administrative functions
* Exhibit a good sense of judgment and responsibility in performance of duties
* Works with minimum supervision
* Analyze issues for decision making to address administrative issues and only refer to high manager where applicable
Dealing with problems:
This includes how much freedom the position has to make decisions; for example,
* Low contact with contractors, service providers and suppliers for the provision of goods, material, equipments, utilities repairs and maintenance that would ensure Plan receives value for money.
* Has high contact with all country office and program unit administrative staff to support smooth implementation of administrative functions
* Maintains high contact with other staff from the program unit and country offices to offer support for understanding, informing, influencing or reasoning on administrative related activities
* Ensure the principles and guidelines on the new Global Policy on Prevention of Sexual Harassment, Exploitation and Abuse is fully embedded and in your area work.
* Ensure all concerned person, Child, member of a community where Plan International works and/or Programme Participant knows how to and feels safe and empowered to report any concerns, allegations or suspicions of Sexual Harassment, Exploitation or Abuse and the report is taking seriously.
* Create and strengthening the capacity of all staff, Associates and visitors to prevent and respond in a timely, effective, safe, comprehensive and confidential manner to all complaints, allegations and incidents on Sexual Harassment, Exploitation and Abuse.
* Comply with Plan’s Child Protection Policy at all times to safeguard and protect the child at all times without any reports or incidents of child abuse.
* Perform any other duties to be assigned to support the attainment of organizational goals.
Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.
[This section refers to people inside and/or outside of the organisation that the post-holder needs to have contact with, and why. This should include virtual presence.]
* Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipments, utilities repairs and maintenance that would ensure Plan receives value for money.
* Maintains a high contact with all country office staff to receive and process requests for procurement related services.
* Maintains medium contact with staff in the program unit office to offer support, information, influence and or reasoning with regards to procurement related issues.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
[This section details the skills, knowledge and expertise the postholder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
Gained through education, training, & experience
Qualification and Experience
– A minimum academic qualification of Master Degree in Supply Chain Management or Procurement.
– At least 5-7 years progressive work experience in a similar position in an INGO environment.
– A member of Procurement professional body such as CIPs, ISM, MGIPs etc is an added advantage
– Solid knowledge of Procurement systems and practices, policies and procedures
– Good understanding of donor rules and regulations is a plus
– Strong negotiation skills
– Proven facilitation of multiple work processes, establishing systems and policies
– Solid experience in managing people at high level.
Skills Specific to the post needed to put knowledge into practice.
– Good communication and ICT skills
– Planning & organizing
– Inter-personal skills
– Good client/customer relations
– Strong team working skills
– Good writing and reporting skills
– Good negotiation skills
– Sound judgment & sense of responsibility
– Culturally sensitive
Demonstrated behaviors needed by the post-holder to successfully perform the role:
– Promotes high performance
– Proactive in the discharge of duties
– Communicates in a manner that inspires confidence and professionalism
– Flexible and committed to customer service
– Leads by example, coaches & develops others
– Supervisory and listening abilities
– Ability to inter-face with all levels of management
– Open to feedback and willingness to adopt to new approaches and processes
– Analytical and attention to detail
– Good team player
– Safety and security conscious
– Good presentation and attention to details
– Ability to work under pressure to pursue multiple tasks simultaneously to a successful end
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5.Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.
We work well together
1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. We support children, girls and young people to increase their confidence and to change their own lives.
May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
This position requires 40% of travel within Plan program units and 60% on office related activities in CO
Location: Country Office -Accra
Type of Role: Logistics
Reports to: Head of Finance and Operations
Closing Date: 27th August 2021
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.