Vaga

Procurement, Logistics and Security Manager

Plan International

Plan International is recruiting a Procurement, Logistics and Security Manager, to be based in Maputo, Mozambique.
Description
  • 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
Duties
  • Development and implementation of Plan logistics and procurement policies, strategies, systems and procedures:
  • Review and/or develop Logistics and Procurement systems and procedures for use in the delivery of the Logistics services throughout Plan Mozambique
  •  Ensuring compliance of the organizational policies and procedures as far as supply chain functions are concerned. These will include, fleet management policies, procurement policies and procedures, asset management policies, etc.
  • Participates in review and development Logistics strategies at Regional and country level as may be required. He/she is expected to input into global processes in the area of logistics, procurement and administration management
  • Capacity builds teams on Plan Operational manual and assesses its application in the country context
  • Maintenance of sound supplies chains including the development of Supply plans for all Programme/projects and Grants, and warehousing:
  • Develop and nurture strategic partnerships with Suppliers for the supply of goods and services for the purpose of quality program implementation
  • Support country programs implementation through efficient and effective procurement of goods and services. This includes, monitoring procurement spend, lead times and procurement status
  • Prepare, Review and Propose to HoBSS for approval of the departmental Procurement Plans as, as well as the stock replenishment
  • Coordinates the drafting of project specific supply plans and annual logistic plans at the Country Office in conjunction with all stakeholders (department heads, CMT) and reports about progress. Provide feedback and advice on the Procurement Plans of the Program Units
  • Draft procurement tenders for advertisement following the procurement guidelines, oversees open and closed tender procedures and performs bid analysis together with the Tender Committee
  • Coordinates international procurement when necessary and manage the importation and customs clearance of goods with the support of the Logistics Specialist
  • Coordinate the supplier prequalification process together with the Procurement committee following the set guidelines and ensure the supplier list is regularly updated in line with the business demands
  • Frequently carry out a market scan to review the prices for goods and services and to ensure Plan Mozambique is continuously getting value for money from the pre-qualified suppliers
  • Ensures the availability of a (preferred) Suppliers List and pricelist following a standard articles collection/assortment and make sure that the lists are up to date
  • Track the procurement of goods and services and ensure adherence to the set deadlines for the procurement of goods and services
  •  Develop and manage the supplier contracts for the supply of goods and services
  • Fleet and Assets management including premises and field bases:
  •  Take responsibility for the Office fixed asset and stock inventories and to ensure the completeness of their records and regular updating of the register. Fixed assets reports to be generated  at any time on the technical condition, maintenance needs, lifetime/expiry (replacement, retirement), usage and returns of all physical assets including vehicles, (rented) compounds, buildings and their technical infrastructure
  • Performs regular needs analysis with regard to transportation for the Country Office and monitors service levels, taking appropriate action when necessary
  • Proposes fleet measures (additions and subtractions) by lease/rental
  • Management of a performing team of logistics/Procurement and administration support staff:
  • Supporting HoBSS in Recruiting and staffing of the Country Office Logistics and Administration Department
  • 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 department, following Plan Mozambique’s Country Policies, Project Agreements and other relevant CMT-decisions
  • Monitor departmental 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 performance manages the Logistics Specialist, The Admin Coordinator, the drivers, including, coaching, mentoring and capacity building for the purpose of building their skills and competencies to perform their jobs more effectively and efficiently
  • Support to Emergency Response activities:
  • Participate in emergency Rapid assessments to identify procurement needs and other Logistics requirements to support effective emergency response
  • Support emergency responses in Mozambique, through proactive procurements of required goods and service for the emergency response
  •  Identify suppliers with the capacity to support emergency response
  • Carry out a market scan for goods and services for emergency preparedness
  • Participate in emergency response meetings
  •  Implement emergency procurement guidelines and procures for logistics and administration
  • Assesses feasibility of procurement requirements versus the timeframe and market availability of project requirements
  • Security Plan management and implementation of policies:
  • Oversee security planning and management in the country and ensure that all Plan offices (CO and PAs) have developed standard operating procedures (SOPs) and contingency plans consistent with global security policy and procedures
  • Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), take appropriate corrective action when needed
  • Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents
  •  Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc.) and ensures their proper implementation
  •  Ensure the safety of the office at all times by putting measures to mitigate against theft, or threat to office security
  • Production, and analysis of logistics Reports and Compliance:
  • Produces Weekly and monthly updates to management on major issues in the department
  • Produces the quarterly and annual environmental report for submission to the Regional office and IH
  • Produces the quarterly report on logistics and administration for submission to the Regional office on time
  •  Prepare quality country Logistics/Administration reports and submits the same to the HoBSS, CMT and regional Logistics specialist
  • Produces other reports on progress and share results to all stakeholders regularly and pro-actively, including audit actions
  •  Implements agreed with Donor rules and regulations in procurement and usage of Donor funds and assets
  • Capacity builds CMT members on various systems, donor procurement and asset management compliance requirements
  • Keeps a record of all incidences and works with management to ensure actions and mitigation strategies are put in place
  • Management of Departmental budgets and contribute to the budgeting process:
  • Manage Office Logistics related budgets and ensure proper spending at all times
  • Support programs during the annual and project budget process in terms of providing information on procurement goods and the prices
  •  Prepare the departmental budget at the end of the financial year and submit the same to the HoBSS and Country Finance Manager
  • Monitors the departmental budgets spend and support programme managers in avoiding under or overspending due to procurement and other logistics activities
  • Track departmental spend on a monthly basis to avoid under or overspending due to procurement related matters
  • Any other duties as assigned by the line manager
Notes
  • Only shortlisted applicants will be contacted
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