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Procurement Officer

Date: 11-Jan-2019

Location: MZ

Company: Plan International

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 80 years, and are now active in more than 70 countries.

Dimensions of the Role

The post holder will not have supervision responsibilities and shall report to the Procurement, Logistics and Security Manager. The incumbent is expected to undertake all responsibilities in an efficient and effective manner including the organization and coordination and administration of procurement activities including but not limited to; planning, organising and implementing to meet project needs and requirements; achieving compliance to Donor Grants and Plan International procedures and systems while upholding high standards procurement ethics.

  • rchase planning

 

 

Accountabilities – Key end results of the position

 

  1. Implementation, evaluation and review of the procurement policies

 

  • Assist in the development and management of effective implementation of Plan and donor procurement policies
  • Periodically assist in the review and recommend revisions to Plan procurement policies when necessary
  • Provide support and guidance on PI staff on issues related to procurement procedures and use of SAP
  • Ensure any updates in procedures are communicated and understood by program staff and procurement counterparts

 

  1. Coordination and Administration of PI procurement activities

 

  • Ensure proper records are established and   maintained and information is readily available on all requirements for procurement at all office levels
  • Assist the PL&SM in providing regular feedback to program managers regarding the status of their purchase requisitions on bi-weekly basis 
  •  Assist the PL&SM in providing procurement status reports of all purchases at all country office levels
  • Organize and prioritize purchases according to the nature of the request (urgent, small items, international purchases, services, etc) in accordance with procurement plans.
  • Maintain records of purchases, pricing, and other important data
  • Support the PL&SM in ensuring that procurement staff at the PAs coordinate with departments/projects to ensure that the technical specifications and other details (including funding sources, delivery locations, etc) are included in requests before processing them through SAP
  • Ensure that all shipping documents (airway bill, bill of lading, commercial invoice, insurance certificates, waybills) are available for all goods received and dispatched
  • Carry out bid opening and analysis. This will involve preparation of abstracts of offers, bid analysis and compiling data contained in the bids for consideration for award of contracts.
  • Prepare reports, minutes and assist in the compilation of data for the Monthly Report
  • Receive and manage procurement requisitions in SAP and act on all outstanding issues.
  • Ensure that VAT and Duty exemption applications have been submitted for purchases where applicable. Follow up all applications to ensure timeliness
  • Produce tender documents i.e. RFQs, ITBs and RFP under the guidance of the Procurement, Logistics and Security Manager
  • Periodically extract report P2P reports from SAP and report on the discrepancies where necessary

 

  1. Vendor Management Support

 

  • Ensure that the working relationship with vendor is continuously enhanced and the vendor base broadened in accordance with PI policies and bet practices and the laws of Mozambique
  • Based on past requisitions, real consumption and expected demand of specific products (such as tools, stationery, visibility materials, accommodation, travel agents, etc) establish legally binding contracts and/or agreements with those vendors with proven track records in low prices and quality goods, services and prompt delivery,
  • Research and ensure that the vendor base is broadened as necessary and opportunities for discounts are followed up,
  • Prevent and resolve customer complaints and disputes with suppliers
  • Create and maintain a master database of both existing and potential suppliers or vendors
  • Support the PL&SM in conducting annual market research for services and goods to ensure good value for money 

 

 

  1. Contract Handling

 

  • Prepare and maintain Contracts Database and monitor the renewal of contracts or new bidding process and advice the PL&S Manager on the actions to be undertaken in a timely manner. 
  • Prepare and maintain contracts files for all contracts entered into by PI. Contracts files should be complete and addition information updated
  • Prepare POs for contracts in SAP, ensure budgetary clearance and also keep track their status

Reconcile contracts records and accounts i.e. monitor contract expenditures against budget and contractual ceiling amounts

  1. Procurement process auditing

 

  • Liaise with finance department to ensure that all the appropriate action (eg paid, cancelled, etc) is accounted for
  • Ensure all vendor advances are accounted for in good time
  • Assist the PL&SM in conducting periodic customer surveys to gauge satisfaction and take appropriate remedial action as required

 

  1. Other duties
  • Replace the logistics officer when absent and work with the Procurement, Logistics and Security Manager on other tasks

Annual remuneration - 924,000.00MT

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International's Child Protection Policy. 

As an international child-centered community development organisation, Plan International is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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. We must not contribute in any way to harming or placing children at risk. 

Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.