VdE - Assistente de Logística - Plan International
ACCOUNTABILITIES – KEY END RESULTS OF THE POSITION:
1. Procurement and Logistics management support:
• Manage and Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, and rules of engagement etc.) and ensures their proper implementation.
• In support of the Logistics and Procurement Coordinator, undertake annual market price surveys for project goods and services including office supplies and travel arrangements.
• In coordination with the Logistics and Procurement Coordinator ensure adherence to Plan SOPs, policies, code of conducts and office procedures.
• Liaise with the Logistics and Procurement Coordinator to implement health and safety recommendations for the office, and in asset usage.
• Assist in ensuring local, national procurement practices comply with donor regulations and Plan policies.
• Ensure that the Operations Manual processes and that new business software (e.g. SAP) support how the project works,
• Establish a supplier base that will promote rapid response to requests
• Assist in establishing cost efficient and effective mechanism for the project to save money in all purchases carried out;
• Facilitate the timely preparation of procurement plans. Pro-actively manage vendors, invoices, order forms and documentation to maintain a transparent bidding / tender process, price and quality management.
• Review systems and identify gaps in supply chain; provide advice on remedial measures and take actions required to strengthen and improve.
• Identify reputable and dependable suppliers in all categories of goods & services normally purchased at local level for project implementation.
• Conduct market price surveys quarterly for project goods and services CO normally purchases, establish database, and distribute to departments upon approval of the CO and in coordination with the Administrative Coordinator.
• Guide and coordinate the activities of logistics and ensure sufficient qualities of quotations are obtained by the project timely,
• Check and ensure purchase orders and supplier agreements are prepared in line with the requisitions and supplier’s quotations and advise the Project Director on any discrepancy.
• Check and ensure goods received meets the specification, quantity, and quality specified in the purchase requisition and purchase orders. Sign receiving reports (GRN) if received directly or obtain properly signed goods received document.
• Ensure value for money is obtained in all transaction.
• Ensure goods & services requested are purchased and delivered on time.
• Prepare & submit weekly purchase status report to the Logistics and Procurement Coordinator and Program Area Management.
• Perform other related tasks as required.
2. Stakeholder relations management support:
• Ensure high level customer service standards through answering and directing all calls to relevant unit or program stakeholder.
• Work very closely with the program managers in organising and scheduling meetings and appointments with key program stakeholders.
• Develop and maintain an up to date contact list of stakeholders or customers for various projects within plan in program area (PA).
• Produce and distribute correspondence, memos, letters, forms and minutes when necessary.
• Develop and maintain an easy access filing system both hard copy and computer.
• Liaison with the program managers in coordinating travel requests, visa, transport and accommodation requests and security briefing for visitors in the Program Area.
• Liaise with executive administrative Assistant in CO and Program Managers to handle requests and queries from various projects in the PA level.
Act as a point of contact and provide accurate information to queries from walk in customers and suppliers in relation to projects and tenders.
• Ensure payments to vendors are timely conducted in line with goods received notes that meet the specification, quantity, and quality specified in the purchase requisition and purchase orders to ensure good value for money.
• Liaison with Program Area Manager (PAM) in providing effective security systems in the office and ensure there is a clear lock up system in place
• Lead and support program staff in the creation of purchase requisitions, and advise the L&P coordinator on any discrepancy.
• Support emergency response team in the preparation of disaster response plan and actively participate in its implementation when required.
• Effectively support all start and end projects related logistical and administrative arrangements.
3. Property and security management support:
• Checks and ensures utilities such as electricity, water and office communication systems are properly functioning and arrange timely maintenance as required and in close liaison with other Administration, Logistics, Procurement & Security staff;
• In close liaison with the Administration and other Logistics staff, closely follow up and manage property landlords requirements as well as all other aspects for leases, contractors, transporters and others
• Work hand in hand with the finance to ensure office rent and utilities are timely paid on monthly basis
• Implement health and safety recommendation for the office, and in asset usage.
• Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
• Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents and other Logistics, Procurement and Administration staff;
4. Inventory and Asset register management and maintenance:
• Record all Plan assets at PA level in the asset register and update accordingly as well as liaise with and obtain the Program Area (PA) asset registers for consolidation into one Country register.
• Ensure maintenance of assets and equipment by completing preventive maintenance requirements; calling for repairs, keeping up to date inventory records of equipment; evaluating new equipment and techniques
• Ensure sufficient office supplies are available and clear records of stock replenishment by anticipating needed supplies; placing and expediting orders; verifying receipt of the same.
• In close liaison with the Logistics, Procurement and Security Manager, coordinate asset disposals according to Plan policy and procedure.
• Support the Logistics Officer or Logistics, Procurement Coordinator carry out periodic asset counts and tagging according to Plan policy.
• Ensure that asset insurance is in place and monitored to minimise loss to Plan International Mozambique.
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.
DEALING WITH PROBLEMS:
• Excellent risk-assessment is required to support decisions that may require overcoming attitudinal, systemic and physical barriers
• The post-holder will make rapid assessments of situations and then make judgements for the organisation on strategic choices and action often with inadequate information.
• Be able to influence teams in difficult and stressful situations.
Communications and Working Relationships:
Key Internal Contacts
• Operations Support Services Manager, PAM, Receptionist and Finance
• Project coordinators
Key External Contacts
• National suppliers and freight forwarders, National customs authorities and other INGOs,
• Partner organizations
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE:
Qualifications and Knowledge:
• At least a Bachelor’s degree in Administration, Logistics & Procurement, supply chain management or humanitarian assistance
• Experience in Emergency preparedness and response at local level
• Knowledge logistics and procurement processes and practice.
• Excellent working knowledge of IT systems, communication systems and budgeting
• Experience of working with local authorities and other humanitarian agencies.
• General finance, information management, proficiency in information technology/ computer skills, Communication systems (Satellite phones, radios etc).
Skills:
• Comprehensive knowledge of the different elements of administration and procurement operations and management experience in humanitarian context; complex emergencies.
• Good interpersonal skills
• Strong communication skills, with excellent written and spoken Portuguese and English.
• Ability to work independently and as a team player,
• Technical skills : Experience of Warehousing, Transporting goods, Fleet Management, Purchasing, Customs Clearance.
• Requires influencing skills to get work done through other and push agendas.
• Ability to cope with stress and working long hours,
• Experience of a flexible approach to manage and prioritise workload and multiple tasks in dynamic and evolving scenarios.
Behaviours:
• Willing to travel at short notice (24 - 48 hours)
• Commitment and adherence to humanitarian values and standards,
• Focussed and striving for the delivery of programme;
• Cross-culturally agile
• Aware of own strengths, weaknesses and pro-active in using feedback and self-development
• Aware of impact on others and uses impact to create positive climate at work
• Works with trustworthiness and integrity and has a clear commitment to PLAN's core values and humanitarian principles
• Resilience/Adaptability and flexibility
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity.
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.
Location: Nampula
Reporting: Logistics Assistant
Salary: Competitive
Expected Start date: March 2021
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.
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