Summary
Date Posted: Friday, August 13, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
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.

ROLE PROFILE
Title: Procurement Manager
Functional Area: Procurement
Reports to: Head of Operations
Location: Kampala, Uganda
Travel required: 25% to other project offices
Effective Date: 01 Dec 2020
Grade: D2

Role Purpose
Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.
We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries
Within Plan International Uganda, this specialist role will ensure strong overview and maintenance of procurement aligned with Plan International standards and processes, as much as effective delivery that meets project’s needs. The post holder will drive all procurement operations and engage proactive front-end procurement support to meet project needs and requirements; achieving compliance to donor, grants and Plan procedures and systems, as much as upholding high standards of ethics.
Responsible for the efficient and effective organisation and coordination of the procurement team, this is an opportunity to strengthen procurement operations’ performance, compliance and expertise within the Country Office and across field offices. The post holder will ensure understanding, respect and control of processes and systems within the Procurement Team, as much as among cross-functional stakeholders, securing internal controls, monitoring and reporting, staff capacity and performance. With a strong technical background, you will be able to put appropriate systems and controls in place to deliver all supply chain operations in line with Plan International standards and programme requirements.
You will be a doer who can make procurement to happen, but will also mentor and couch different staff on honest and efficient procurement processes and delivery.

Dimensions of the Role
Procurement management in the scope of this role includes:
• Technical processes across procurement planning, procurement executions across all offices.
• Process performance analysis, monitoring and reporting
• Systems application, compliance and adherence
• Team management and capacity building

The role covers the areas of procurement at a Country Office level, and technical supervision of field offices (called Programme Areas) through dotted line management. Cross-functional engagement with other functions is critical to ensure alignment of processes country-wide.
• Budget – post holder will not be a budget holder
• Staff – The post holder directly line manages a team of up to two at a Country Office level, and technically supervises the teams of up to ten in field Programme Areas ( 7). The team include staff who work on procurement, but are no specialist procurement officers.
• Stakeholder Engagement – Internally, the post holder will engage across functional and geographical boundaries within the Country (programme and project staff, finance, IT, risk and compliance, Programme Area Manager …). Externally there will be engagement within and outside the sector, including INGOs, UN agencies, partners and suppliers.

Accountabilities
Operations management
• Accountable for the management of procurement operations.
• Prepare monthly, quarterly and annual procurement plans and progress reports
• Proactively input to the development of grant proposals covering all aspects of supply chain
• Ensure the development of the overall operational planning for procurement, with respective user departments, and lead the implementation of the plan in order to realize the organizations’ objectives
• Ensure Procurement is planned collaboratively and consolidated at all levels, while appropriate sourcing methods and Long-Term Agreements (LTAs) are developed and used to achieve cost-savings
• Maintain honest relationships with suppliers to ensure completeness of deliverables outlined in the contract
• Responsible for efficient procurement processes and value for money
• Monitor and ensure efficient and timely delivery of good quality supplies to Projects
• Provide advice and support to Head of Programs/Project Manager on procurement issues, and collaborate with staff on budgets, technical aspects of the programme, and implementation mechanisms as required
Standards adherence and compliance
• Accountable for the adherence, and efficiency of procurement processes and procedures, and distribution through regular control, monitoring and reporting
• Ensure that Plan International Procurement management standards, procedures and policies are implemented and adhered to throughout the programme, briefing and supporting relevant staff as required
• Ensure that the procurement is appropriate and cost effective, based on budget, markets, infrastructure, nature of PIU programmes, and need for timely delivery
• Ensure appropriate internal control mechanisms are in place throughout PIU procurement and adequate segregation of duties
• Proactively control, monitor and report on all procurement operations through Monthly Management report
• Ensure Procurement is tracked, monitored, reported for and controlled to minimise risk
Team management and capacity building
• Ensure Procurement staff have clearly segregated duties and comply with mandatory regulations.
• Manage and support procurement staff including ensuring appropriate team structures, clear division of responsibilities, clear objectives, and management of performance
• Conduct staff appraisals and monitor performance through mentoring, coaching and regular 1:1 and coordination meetings
• Ensure understanding and application of Plan International policies, framework and procedures to all staff within the country
• Provide logistics training and capacity building as required across the programme
• Taking lead on all procurement activities, giving suggestions and innovative practices to the organisation
• Engage regularly with cross-functional collaborators to identify risks and opportunities and mitigate issues

Technical expertise, skills and knowledge
Essential
• Honesty and integrity
• A degree in supply chain management, business management and administration or related field with 5 years of practical experience in similar position most of which should preferably be from within the humanitarian/NGO sector
• Strong technical background in procurement activities within the NGO or business sector with significant experience in leading supply chains across multiple sites
• Previous experience in managing and developing teams and the ability to lead, motivate and develop others
• Analytical and problem-solving skills, with the ability to report and demonstrate on performance
• Excellent communication skills, comfortable facilitating meetings and bringing people together
• Able to manage competing priorities
• Ability to challenge the status quo and give clear direction
• Strong IT skills, including Excel and integrated resources management (ERP) software (SAP, Microsoft Dynamics…)
• Knowledge and experience of project management
• Knowledge on donor rules and regulations
• Open and accountable
Promotes a culture and working environment aligned to plans values and behaviours including anti bullying and harassment

Desirable
• Experience in international supply chains and custom regulations would be an advantage
• Training and capacity building would be an advantage
• Experience in international supply chains and custom regulations would be an advantage
• A professional qualification and membership of recognized purchasing and supplies institution.
• Experience of working in ERP based systems and environment
• Experience of working in large scale/fast moving emergency responses would be an advantage

Dealing with Problems:
• Complexity of problems handled & the degree of investigation, analysis, & creative thinking required solving them
• Ensuring consistency of operations Manual compliance in relation to Uganda procurements and emergency response programme requirements.
Communications and Working Relationships:
• Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

INTERNAL- HIGH
CO General Services Manager, General Services Staff-, Team Leads, Finance Staff, Community Development Facilitator
EXTERNAL-HIGH
Suppliers and services providers
Other INGOs and UN agencies and relevant cluster

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Gained through education, training, & experience\
• Solid knowledge and understanding of procurement processes, policy, and systems
• Previous experience leading procurement and logistics for a large enterprise (group) with a centralized management system
• Good knowledge on procurement and logistics best practice embedding value for money approaches to ensure an effective procurement chain in management of the mandate of the department.
• Experience managing large relationships in local market context
• Ability to maintain data bases to provide information to decision making processes
• Demonstrate understanding for driving the right efficiencies and effectiveness in processes while maximizing value for money
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Excellent verbal and written communication skills
• Ability to multitask, prioritize, and manage time efficiently
• Accurate and precise attention to detail
• Ability to work well with management and staff at all level
• A good record of success in Implementing good risk identification and mitigation approaches in a large organisation
• The applicant must hold a University degree in Procurement and Logistics Management with Professional Qualifications (e.g. CIPS).

Education:
Master’s Degree in Business Administration/ Procurement, with 3-5 years of experience in a busy NGO.
The applicant must hold a University degree in Procurement and Logistics Management with Professional Qualifications (e.g. CIPS).

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 organisation 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 maximise 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
• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives

Physical Environment
National role with frequent visits to field locations
Level of contact with children
Medium: Occasional interaction with children

Location: Country Office
Type of Role: 1 year Fixed Term ( Renewable)
Reports to: Head of Operations
Grade: D2
Closing Date: 27th August 2021

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.

Work Hours: 8

Experience in Months: 36

Level of Education: Postgraduate Degree

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Job application procedure
Interested and qualified? Use the link below to apply.
https://jobs.plan-international.org/job/Country-Offfice-Procurement-Manager/703893201/

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