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PROCUREMENT COORDINATOR

Date: 21-Jun-2022

Location: CONAKRY, Guinea

Company: Plan International

Plan International est une organisation indépendante de développement et d'aide humanitaire qui fait progresser les droits des enfants et l'égalité des filles.

Nous croyons au pouvoir et au potentiel de chaque enfant. Mais cela est souvent influencé par la pauvreté, la violence, l'exclusion et la discrimination. Et ce sont les filles qui sont les plus touchées.


En travaillant avec les enfants, les jeunes, nos sympathisants et nos partenaires, nous luttons pour un monde juste, s'attaquant aux causes profondes des défis auxquels sont confrontées les filles et tous les enfants vulnérables.

Nous soutenons les droits de l'enfant depuis la naissance jusqu'à l'âge adulte. Et nous permettons aux enfants de se préparer et de réagir aux crises et à l'adversité. Nous pilotons les changements de pratiques et de politiques au niveau local, national et mondial en utilisant notre portée, notre expérience et nos connaissances.

Nous construisons de puissants partenariats pour les enfants depuis plus de 80 ans et sommes maintenant actifs dans plus de 70 pays.

ROLE PROFILE

Title

Procurement Coordinator

Functional Area

Procurement

Reports to

Responsible Administration PAys

Location

Conakry

Travel required

20% within the different sites & 80% of the time on office related activities.

Effective Date

Mai 2021

Grade

 

 

role PURPOSE

[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?]

This role will support Plan’s work in Guinea by ensuring procurement is aligned with organizational standards and best practices.

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.]

Report to Country Administrative & Contract Manager and:

  1. Procurement activities support timely and quality program delivery
  2. Ensure compliance with Plan International Guinea’s procurement procedures
  3. Provide a periodic requisition processing status update to all the staffs
  4. Ensure payment of goods and services in compliance with standards in place
  5. Develop a suppliers roster and monitor its periodic update
  6. Develop and monitor a price list for Plan International Guinea
  7. Jointly monitor with Finance Department Goods and Invoices Received in SAP
  8. Monitor the procurement email box

 

 

Accountabilities

[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.]

  1. Procurement activities support timely and quality program delivery
  1. 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;
  2. Make a periodic updates and provide the information to the staff on their requests;
  3. Do a regularly assess risks that are likely to complicate continuous delivery of procurement activities and monitor the mitigating actions that will have been designed.
  4. Maintain a good business relationships between Plan and suppliers/service providers with free from any conflict of interest with the procurement team.

 

  1. Ensure compliance with Plan International Guinea’s procurement procedures
  • Accurately enter suppliers data in SAP following their validation
  • Raise Request for Quotations in SAP and direct them to approved suppliers depending on thresholds involved.
  • Liaise closely with IT Manager in terms of specifications of IT materials and obtain his/her approval before processing any request for IT equipment.
  • Interact with the Procurement Committee (PC) for timely opening of quotes/bids and assessment.
  • Prepare canvas sheet to be reviewed by his/her supervisor for all procurement below the threshold of the procurement committee.
  • Collect procurement needs resulting from programs and projects and translate them into a consolidated procurement plan using the WACA template
  • Update the procurement plan on a quarterly basis
  • Monitor the implementation of the procurement plan for timely delivery of goods and services.

 

  1. Provide a periodic requisition processing status update to all the staffs
  • Prepare/update the weekly status report of progress in processing requisitions received;
  • Submit  the report to his supervisor for review and share to all Plan International Guinea’s staff every Friday
  • Keep good record of all requisitions received following their entry in SAP
  • Make sure only duly approved requisitions are entered in SAP.

 

  1. Ensure payment of goods and services in compliance with standards in place
  • Upon receipt of invoice, cross-check to make sure that the quantity on the invoice matches with the purchase order and the delivery note;
  • Prepare payment requests with all supporting documents, reviewed by finance and approved by admin before final submission to finance for payment.
  • Ensure that all invoice is processed within seven (7) working days of receipt
  • Prepare forecast in agreed template and submit it to Finance with copy to supervisor on a monthly basis

 

  1. Develop a suppliers roster and monitor its periodic update
  • Conduct a fair and transparent process to develop a supplier database for Plan International Guinea
  • Coordinate the annual updating process
  • Ensure suppliers are assessed as soon as work is completed and assessment sheets are kept securely in view of the annual update.

 

  1. Develop and monitor a price list for Plan International Guinea
  • Prepare and send out requests for prices to approved suppliers
  • Coordinate with the Procurement Committee (PC) assessment
  • Get Long Term Agreements (LTAs) signed with selected suppliers and share information with Program Units
  • Ensure Plan meets obligations resulting for  it from LTAs

 

  1. Jointly monitor with Finance Department Goods and Invoices Received in SAP
  • Once a week, check with other Admin colleagues GR/IR status in SAP
  • Meet with finance once a week to analyse GR/IR report and take corrective actions.

 

 

  1. Monitor the procurement email box
  • Consult the Plan Guinea procurement email box at least twice a day
  • Cascade request for information to whoever is in position to answer.
  • Make a summary and share with suppliers without signing with his/her name.
  • Periodically change the password of the email box and share it with the supervisor

Others:

  1. 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.

Key relationships

[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.]

This position reports onto the Country Logistic Manager. The incumbent will also deal with other department staff and support them in their needs.

Technical expertise, skills and knowledge

[This section details the skills, knowledge and expertise the post holder 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.]

Essential

  • A recognized Diploma in Procurement or similar qualification from a reputable institution of learning;
  • A minimum of five (5) years of relevant experience managing procurement in a reputable organization environment
  • Good understanding of procurement processes and linkages with other operations.
  • Team working skills with attention to contributions from other team members
  • Capacity to prioritize and manage various workloads with short deadlines in fragile and culturally dynamic environments.
  • Diplomatic and interpersonal skill including negotiation and influence skills.
  • Capacity to work with many stakeholders belonging to different professional environments.
  • Excellent IT knowledge, especially capacity to use common applications, Word, Excel, PowerPoint, email and Internet.
  • Loyal, honest, trustworthy and respectful of procedures.

Desirable

  • Good communication skills. Comfortable working with colleagues from different cultures and various internal departments;
  • Good writing skills in English.
  • Preference for team work and a collaborative working environment
  • Great availability;
  • Great listening skills, discreet and tactful.
  • Sensitive to cultural and social conditions.
  • Commitment to continuous learning; willing to update knowledge in logistics field.
  • Ability to respond/manage multiple demands from various sites/departments
  • Work experience in an INGO

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.

Physical Environment

[In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.]

Typical office environment

Level of contact with children

[Please delete as applicable]

Occasional interaction with children

POSITION IN THE ORGANOGRAM

SIGNATURE

 

Name & Signature

Employee:

 

Supervison

Country Administrative & Contract Manager

HR&OD Manager

Habib DIALLO

Country Director

Johnson Bien Aime

 

Plan International est une Organisation qui prône l’égal accès à l’emploi, une politique de Tolérance Zéro à la fraude et est engagée pour la sauvegarde des enfants et des jeunes et l’équité du genre ; les procédures de recrutement reflètent ces valeurs.

 

Les candidatures féminines et celles des porteurs de handicap sont fortement encouragées.

Plan a adopté des politiques de protection de l’enfant et de l’équité du genre qui font partie intégrante de ses procédures de recrutement.