Job vacancy Supply Chain Specialist-Southern PIIA

JOB BY
JobsinGhana
59 Okodan St, Blue Gate district, Osu, Accra near Papaye, Accra
  +233 0302 760143, +233 24 3925110

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Job Type
Temporary / Contract
Job Status
Full Time
Announced
26 October, 2021
Job Title

Supply Chain Specialist-Southern PIIA

Job Location
Job Presentation
Company Profile

Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. 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 – crisis and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.We employ more than 9,000 people in programme countries, working with over 85,000 communities. We have been building powerful partnerships for children for almost 80 years, and are now active in more than 70 countries.


Plan International Ghana is looking for a highly qualified, proactive, motivated and resourceful person to fill the position of a  Supply Chain Specialist-Southern PIIA 

  • Functional Area: Operations
  • Reports to: Supply Chain Manager
  • Location: Country Office Accra
  • Travel required: 20%
  • Effective Date: 01-02-2020
  • Grade: D1
  •  

    ROLE PURPOSE
    Under the direct supervision of the supply Chain Manager, Plan International, supply chain specialist function is to support the thematic Program teams by coordinating to ensure that procurement of goods and services are done in line with Donor and Plan’s policies and procedures (Operationa Manual, procurement guidelines, donor agrements) and

    DIMENSIONS OF THE ROLE

  • Report to Head of Finance and Operations.
  • Member of Extended CLT
  • Procurement and supply systems and processes for compliance and management information
  • Risk Management in procurement and supplies for the Program Impact and Influencing Area (PIIAM)
  • Administrative Assistant reports to the role
  • Area of Responsibility – PIIAM
  • Coordinates or collaborates to the implementation of Projects
  • ACCOUNTABILITIES

  • Support the PIIAM in implementing procurement management systems, including purchasing and tender/bidding procedures, sourcing quotations for goods and services based on approved requisitions originating program teams and departments in line with Donor and Plan International procurement guidelines.
  • Support in the procurement process by preparing invitation to bid, short listing or prequalification; preparation of tabulation of technical bids and submission of such bids to the Selection Committee for review.
  • Contact suppliers for additional information required by Selection Committee Members.
  • Undertake periodic local market surveys in collaboration with the Plan Ghana supply chain unit to guide Selection Committee Members’ deliberations, decisions and or recommendations and also maintain a roster of suppliers/contractors for the purpose of fair and competitive bidding process/systems in line with the Plan Ghana process and approved vendor list.
  • Conduct annual vendor assessment and use information from the report to update the master vendor list
  • Process the purchase and supply of goods and materials for the PIAAM as per the Operational Manual (OM) and   the Procurement Guidelines and procedures to ensure value for money is obtained at all times.
  • Ensure that all vendor details, requisitions, price comparison, purchase order are entered in SAP
  • Coordinate the preparation and processing of bidding documents for public tender offers to ensure a fair and transparent process for securing the services of consultants and contractors
  • Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement of goods and materials for program activities.
  • Follow each stage of the supply operations from the submission of purchase requisition up to delivery in-country in coordination with the Administrative assistant for receipt of goods and verification and matching in comparison with goods receipt notes and delivery notes.
  • Responsible for drafting contract agreement in line with laid down processes
  • Maintain a schedule of all contract agreement for prompt renewal, if required.
  • Maintain a schedule of fleet movement
  • Provide oversight supervision of drivers
  • Fulfil Plan’s Child Protection Policy at all times to safeguard and protect the child at all times without any reports or incidents of child abuse.
  • Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.
  • Communication and Working relationships

  • Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipment, utilities repairs and maintenance that would ensure Plan receives value for money.
  • Maintains a high contact with all country office staff to receive and process requests for procurement related services.
  • Maintains medium contact with staff in the program unit office to offer support, information, influence and or reasoning with regards to procurement related issues.
  • Dealing with problems:

  • Supports with coaching staff on the discharge of procurement functions
  • Exhibit a good sense of judgment and responsibility in the performance of duties
  • Works with minimum supervision
  • Refers all final decision making to a senior manager
  • Ensure the principles and guidelines on the new Global Policy on Prevention of Sexual Harassment, Exploitation and Abuse is fully embedded and in your area work.
  • Ensure all concerned person, Child, member of a community where Plan International works and/or Programme Participant knows how to and feels safe and empowered to report any concerns, allegations or suspicions of Sexual Harassment, Exploitation or Abuse and the report is taking seriously.
  • Create and strengthening the capacity of all staff, Associates and visitors to prevent and respond in a timely, effective, safe, comprehensive and confidential manner to all complaints, allegations and incidents on Sexual Harassment, Exploitation and Abuse.
  • 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

  • Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipment, utilities repairs and maintenance that would ensure Plan receives value for money.
  • Maintains a high contact with all country office staff to receive and process requests for procurement related services.
  • Maintains medium contact with staff in the program unit office to offer support, information, influence and or reasoning with regards to procurement related issues.
  • Requirements
    • Essential
    • A minimum of academic qualification of Bachelor’s degree in Supply Chain Management or Procurement.
    • At least 4-6 years progressive work experience in a similar position in an INGO environment. 
    • A member of Procurement professional body such as CIPs, ISM, MGIPs etc is an added advantage
    • Solid knowledge of Procurement systems and practices, policies and procedures
    • Good understanding of donor rules and regulations is a plus
    • Strong negotiation skills
    • Demonstrated behaviors needed by the post-holder to successfully perform the role:
    • Timeliness and proactive in the discharge of duties 
    • Good planning organizational abilities
    • Communicates  in a manner that inspires confidence and professionalism
    • Good supervisory and listening abilities
    • Open to feedback and willingness to adopt to new approaches and processes
    • Ability to inter-face with all levels of management
    • Analytical and attention to detail
    • Good team player
    • Safety and security conscious
    • Good presentation and attention to details
    • Skills Specific to the post needed to put knowledge into practice.
    • Good communication and ICT skills
    • Good inter-personal skills
    • Good client/customer relations
    • Good writing and reporting skills
    • Good negotiation skills
    • Strong team player
    • High level of discretion
    • Planning & organizing
    • Good SAP Knowledge/Skills related to procurement transactions
    • Education: Bachelor’s Degree
    Valid Till
    3 Nov, 2021


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