Procurment Coordinator

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 80 countries.

ROLE PURPOSE

The position holder will be responsible to ensure adequate and timely procurement support for the country to implement a wide variety of emergency and development programs which includes timely delivery of supplies and services, managing contracts for procurement/purchasing, market assessments and analysis, supplies costing and supplier prequalification exercise.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

     Procurement Planning (20%)

• Compile procurement plans
• Coordinate teams:  procurement, project, Program, finance, departments
• Ensure timely and effective procurement planning
• Prepare share updated price indexes

Sourcing: Implementations of Assigned Procurements (30%)

• Lead procurement sourcing(Tender, RFQ, Bid/quotation analysis) based on procurement plans consolidated
• Maintain supplier database/reviews
• Organize market survey
• Compile market survey data and analysis
• Follow-up the timely delivery of items and ensure payments for vendors processed

• Coordinate PR/PO – Verify PR/PO
• Understand and apply procurement procedures relevant to its level
• Supervise / support good procurement practices and procedures are applied within the Team in CO and PU

Supplier/Partner management (15%)

• Contracts follow up with Suppliers
• Contracts preparation & negotiation
• Partner supervision and relationship
• Revise supplier/partner database
• Review partner/supplier adherence to procedure & document management

Reporting, Monitoring and Tracking (15%)

• Maintains accurate and timely data entry
• Collect procurement data for monitoring and reporting
• Procurement data analysis
• Ensure timely reporting of procurement statuses to management
• Carry out Data cleansing

Team Management (10%)

• Lead, motivate, and manage staffs under supervision to fulfill their responsibilities /duties.
• Responsible for performance management of team
• Capacity building of the team

      Engagement in Project Proposal Design (10%)

• Coordinate effectively with Procurement Manager in project proposal design engagements including project budgeting
• Provide all the relevant and necessary inputs to project proposals on key procurement aspects such as in feasibility of activities materials requirements, activity timelines considering supply timelines, procurement team resource requirements for the project proposal

     Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures 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.
• Ensures 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.

TECHNICAL EXPERTIES, SKILLS AND KNOWLEDGE

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/Experience Essential:

• Education at BA Degree level or equivalent study in fields such as Procurement & Supply Chain Management, Business Administration or Logistics Management or related field of studies
• At least 5+ Years of relevant experience out of which 3 years on a senior level experience (not necessarily gained in an NGO or INGO) or demonstrated equivalent combination.
• Significant logistic experience running both emergency and development programs

Qualifications/Experience Desirable:

• Experience in preparing and submitting business cases is a plus
• ERP experience

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 organization 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 organization, 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 programs 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:Addis Ababa, Country Office

Type of Role: Supply Chain and Procurement

Reports to: Procurement Manager

Grade: D1

Closing Date: March 26th 2023

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.