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Supply Chain Coordinator

Date: 21-Jun-2022

Location: Maadi, Egypt

Company: Plan International

The Organization

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.

Please see https://plan-international.org/organisation/strategy for Plan international strategy

Plan started working in Egypt in 1981 and has a presence in ten of the 27 governorates in which the country is divided: two urban (Cairo and Alexandria) and eight rural (Giza, Beheira, Kalyoubia, Damietta, Qena, Assuit, Sohag and Aswan). Plan Egypt’s work focuses on child rights, implementing programmes designed to enable communities to improve the lives of the most marginalised children and their families. Plan Egypt’s Country Strategy focuses on five strategic objectives listed below: 

  1. Improve the quality of early childhood care & education;
  2. Promote economic empowerment of vulnerable young men & women;
  3. Facilitate girls in realising their full potential in an enabling and gender responsive environment that protects them from all forms of abuse, neglect, exploitation and violence;
  4. Support adolescents and young people, particularly girls to become active drivers of change and lead the way towards more equitable and inclusive societies;
  5. Promote adolescents and young people, particularly girls to be empowered to take informed decisions about their sexual and reproductive health and live free from gender-based violence 

Purpose:

 As part of Plan Egypt Operations Team, this role plays a vital part in the administration and smooth running of the department, providing support to the Procurement team according to the supply chain manual.

Act as the first line of support for SAP Procurement functional queries and issue handling, working closely with the Supply Chain Systems and Standards Lead to provide workable solutions for users. Support the integration of current business processes for procurement with a specific focus on SAP.

 Accountabilities:

  • Manage and supervise tendering process to ensuring they are in line with the PLAN policy while ensuring invitations are sent to appropriate suppliers and service providers.
  • Manage the process of evaluating of purchase offers from suppliers ensuring that offers meet defined requirements and make recommendations on the best offers ensuring cost effectiveness with quality.
  • Manage the development of the annual procurement plan and budget and ensure that actuals are in line with the budgeted amounts.
  • Using SAP system Material Master for Manage Procurement cycle at County as Senior Management & stock Management in addition to update supplier registration, annual Evaluation, follow up and Reporting.
  • Manage the implementation and execution of direct orders to suppliers in line with the organization’s procurement policy.
  • Provide orientation to staff on procurement process and best practices to ensure that all staff has the required level of knowledge.
  • Manage relationship with procurement agents.
  • Develop, execute and report in corporation with program team procurement plans for all project proposals to ensure high level of procurement support to projects.
  • Facilitate the process of renting premises to Plan or any international staff to ensure that Plan guidelines are followed.
  • Oversee the inventory transactions through physical counts, inspection, etc. to ensure that inventories agree with recorded amounts.
  • Oversee the preparation and maintenance of an inventory of fixed assets in the organization’s premises such as furniture, fixtures and office equipment to maintain accurate records.
  • Oversee the process of customs and ensure that customs clearance is affected in an efficient manner within legal requirements.
  • Manage the process of insuring the organization’s assets within set policies and standards.
  • Any other tasks  required of him/her in accordance with supply chain procedures.

Risk Management

  • Identify and manage project risks
  • Promote compliance with Plan Egypt and donor requirements and regulations in project implementation
  • Report possible project risks to Plan International Egypt colleagues in a timely and transparent manner.
  • As assigned by the Line Manager

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.
  • Leads the orientation of programme staff to ensure that they 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 project design, during implementation and as principles applied in day-to-day work of Programme team;
  • Ensures that Plan Egypt contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 

Leadership COMPETENCIES

  • Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
  • Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners.
  • Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
  • Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

Business Management Competencies

- Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy

- Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security

- Managing activities and resources including skills in strategic thinking, planning and organizing, financial planning and monitoring, negotiation and programme and project management

- Managing people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

Qualifications, Experience and Skills:

  • B.A / BSc in Management, Procurement, Logistics, Supply Chain Management or related field.
  • Chartered Institute of Procurement & Supply (CIPS UK) or equivalent Experience.
  • Minimum of 5 years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in depth experience in managing procurement processes
  • Strong knowledge and experience of implementing procurement processes, driving contract compliance and embedding buying best practice
  • Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities
  • Knowledge of NGO/Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity
  • Strong interpersonal and communication skills including influencing, negotiation and coaching.
  • Excellent organizational skills, with the ability to juggle multiple tasks with competing priorities and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers
  • Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing, donor, monthly KPI reports
  • Willingness to undertake field travel as required and work in difficult environments according to travel environments.
  • Excellent oral and written communication skills; fluency in spoken and written English.

 Behaviors (Plan International’s Values in Practice)

We are open and accountable

Promotes a culture of openness and transparency, including with sponsors and donors.

Holds self and others accountable to achieve the highest standards of integrity.

Consistent and fair in the treatment of people.

Open about mistakes and keen to learn from them.

Accountable for ensuring we are a safe organization for all children, girls & young people.

We strive for lasting impact

Articulates a clear purpose for staff and sets high expectations.

Creates a climate of continuous improvement, open to challenge and new ideas.

Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.

Evidence-based and evaluates effectiveness.

We work well together

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

 Physical Environment

  • Typically, office environment.

Level of contact with children

  •  Low contact: No contact or very low frequency of interaction.

 

Type of Role: One-year fixed term contract 

Location: Country Office, Maadi.

Reports to: Administration Manager

Closing Date:  5th of July 2022. 

 

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.