Procurement 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 know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. 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.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

role PURPOSE:

The Procurement Coordinator reports to Procurement Manager and shall act on behalf of Plan International Guinea to provide a broad range of procurement management services that are requested by the Country Office to facilitate the smooth implementation of projects. The Procurement Coordinator will ensure all procurements activities are conducted in strict compliance with the principles, rules, and procedures set out in the Plan Procurement Guidelines.

S/he will need to co-ordinate with Plan International staff, especially logistics, procurement, finance and project managers, to ensure rapid and timely delivery of project inputs. S/he will need to ensure supervision, monitoring and management of the procurement function of the Country Office.

Dimensions of the Role:

Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

• Reports to Procurement Manager, Plan International Guinea with dotted reporting lines to the Deputy Country Director for Operations ;
• Procurement and supply systems (SAP) and processes for compliance and management information ;
• Risk Management in procurement and supplies for the thematic Programme ;
• Procurement Officer reports to the role ;
• Area of Responsibility – CO, with travel to PIIAs when necessary.

Accountabilities:

• Analyse demand and supply trends and support senior management with the development and implementation of sourcing strategies
• Monitor procurement plan and work closely with Project Managers and Finance in the planning process for special/complex purchasing projects/requirements
• Execute day-to-day procurement and contract administration activities of projects as per the set procedures, manual, template and guidelines
• Manage, execute and coordinate tasks related to the procurement of goods, services and works
• Monitor progress of contracts implementation to ensure that it abides by the stipulated standards, procedures and planned procurement timetable
• Assist Project Managers and other staff in planning, scheduling and prioritizing procurement functions, including plans for the efficient and effective procurement of goods, works and services
• Manage the entire procurement process and execute day-to-day procurement functions such as:
• Analyse market conditions
• Verify the technical specifications or terms of reference
• Prepare and launch tender documents
• Arrange and facilitate vendor visits
• Carry out price reasonableness analysis
• Facilitate contract negotiations, preparation, awarding and award notification, and conduct debriefing with bidders
• Provide procurement contract administration services including arranging for proper inspection, ensuring compliance with terms and conditions of contracts, addressing delays, troubleshooting problems, assisting in contract amendments, and ensuring completion of works and delivery of goods
• Ensure all approvals and procurements records are kept safely and filed electronically as appropriate
• Prepare and share monthly, and quarterly Procurement Progress and Market Condition Reports, including price movements
• Monitor vendor performance for conformance to the original proposal and maintain continual review to ensure that all terms and conditions are met and that contracts are in accordance with legal requirements, standard specifications, Plan procedures and government regulations
• Assure all procurement activities are performed in a fully professional, transparent, and ethical manner and in line with procurement regulations and conditions of the grant and implementation agreement
• Collaborate with 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
• Facilitate processes for clearing imported goods from the air or seaports ensuring and customs regulations and necessary tax exemptions are obtained
• Regularly assess risks that are likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed
• Set a mechanism to provide updates to requestors on the status of their requisitions or institute a requisition tracking mechanism
• Ensure relationships between Plan and suppliers/service providers are well nurtured and free from any conflict of interest
• Analyse market and delivery systems in order to assess present and future material availability
• Recommend improvement of sourcing strategies through evidence-based analysis for management, including price, quality and service
• Manage assigned contracts and SLA/LTAs to ensure adherence to agreements is being achieved and contract gaps are eliminated in consultation with legal counsel
• Protect the procurement activity from fraud, waste and abuse

Responsibilities in relation to the Safeguarding / PHEAS policy for children and program participants.
As a member of staff

• Report any child abuse or child protection issues in accordance with local office procedures and this policy. Plan staff can also make use of Plan's whistle-blowing policy in this eventuality.
• Ensure that contact with a child, or members of a family associated with Plan's work, is supervised by one (or another) Plan staff member. This may include visits and any form of communication via social media, emails and letters.
• Ensure the analysis and documented management of child protection and program participant risks as part of the regular program/project risk management process at all stages of the program/project cycle.
• Ensure the effective implementation of the Safeguarding / PHEAS policy application standards applicable to the management areas under his/her responsibility (see standards manual).
• Cooperate fully and confidentially in any investigation of a problem or suspected abuse.
• Work with managers to identify which Child Safeguarding / PHEAS standards and indicators apply to his/her area of responsibility.
• Reinforce communication on the code of conduct and follow up on its adherence
• Visibly demonstrate and encourage a culture of openness and awareness for all.
• As Admin Log Team:

- Ensure assessments of all potential partners (NGOs and companies) including their commitment and capacity to safeguard the safety of children and program participants ;

- Implement plans and programs to strengthen partners' capacities to safeguard children and program participants;

- Systematically integrate safeguarding provisions into partnership or collaboration contracts and agreements;

- Collaborate with other managers in the process of effectively implementing safeguarding standards.

Ensures that Plan International’s global policies for Safeguarding Children and and program participant 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.

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JD Procurement Coordinator

Location: Conakry

Type of Role: Procurement Coordinator

Reports to: Procurement Manager

Grade: 14

Closing Date: 14 fevrier 2025

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.