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Logistics and Administration Manager

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Will be unpublished on: 
Mon, 21/10/2019 - 17:00

This vacancy is open to both internal and external candidates

APPLICANTS WHO APPLIED BEFORE ARE ENCOURAGED NOT TO APPILY

Plan International is an independent non-profit development and humanitarian organization 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 is 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 75 years, and are now active in more than 70 countries.

 

We are currently seeking to recruit:

Title:                        Logistics and Administration Manager

Grade:                     D2

Location:                 Freetown (with 10% travel required)

Report to:       Deputy Country Director- Operations

Summary of the position: 

This role is needed to provide management, leadership and strategic direction for the Logistics and Administration function within Sierra Leone according to Plan’s global logistics and procurement principles, policies, global standards as well as best practices while taking cognizant of the local environment and business needs in line/engaging with the Country Strategy linking up to the Plan International Global strategy.

 

They will be responsible for overseeing all administrative, logistical and procurement aspects of activities supporting Plan International Sierra Leone’s programs and ensuring Plan’s operating take place in a safe and secured environment. (S)he ensures all activities are done according to Plan’s laid down procedures and practices as prescribed in the Plan’s Operations Manual and comply with the agreement between Plan International Sierra Leone and the Government of Sierra Leone.

 

The Logistics and Administration Manager is a member of the Extended Country Leadership Team (ECLT) of Plan International Sierra Leone

 

DIMENSIONS OF ROLE

The Logistics and Administration Manager will be responsible for the management and oversight of the logistics and administration function for the country operations, which includes transport, warehouse, asset management and office administration. 

 

This position is responsible for ensuring the execution of Logistics and Administrative departmental plan and adequate operational support for the country to implement a wide variety of programs which includes developing systematic ways of handling the function and managing adequate documentation and compliance of processes. The Logistics and Administration Manager is therefore responsible for efficient and effective organization and coordination of the logistics and administration teams ensuring supply planning and proactive front end logistical support to meet project needs and requirements, achieving compliance to Donor and Plan International procedures 

 

and systems and upholding high standards and ethics. The Logistics and Administration Manager will also oversee performance and compliance of operations in Program Implementation and Influencing Areas (PIIA).

 

Key Responsibilities 

Nurture good relationships with the Government of Sierra Leone 

  • Ensure that the Country Office adheres to all aspects of the Country Agreement between Plan and Sierra Leone Government;

  • Ensure there is a system of monitoring of all items purchased through duty free exemptions;

  • Ensure that equipment purchased with duty free are not sold or donated to third party without payment of duty

 

Ensure Plan International Sierra Leone’s administration support quality program delivery 

  • Engage in project proposal and design including project budgeting as well as providing input to project proposals on key logistical and administrative aspects.

  • Cascade Logistics and administration related organization policies and procedures to all country logistics and administration staff while ensuring clear understanding and application at all times

  • Develop, review and implement specific logistic and administrative procedures.

  • Review Standard Operating Procedures (SOPs) to provide institutional guidance on the areas of assignment.  

  • Advise on the various grant rules and regulations and monitor transactions on administration, warehouse, asset and fleet management to ensure compliance at all times.

  • Take part and contribute to the identification, assessment capacity building & support, monitoring and coordination of partners on the logistics related function.

  • Manage and mitigate risk including fraud and corruption.

  • Ensure Work Permit and resident ID of international staffs are processed in line with the law of Sierra Leone.

  • Responsible for proposal and supporting the development of adequate logistics control mechanisms of operations in Procurement in Emergency in order to a) identify weaknesses in the CO supply chain (b) monitor compliance to the Logistics Handbook and (c) make recommendations for improvements.

  • Capacity build staff and concerned stakeholders on various administration and logistics processes and donor rules.

  • Conduct logistics compliance checks on country and field offices.

 

Translate global legal management standards into reality at Plan International Sierra Leone

  • Ensure Plan International Sierra Leone complies with all applicable laws and regulations in Sierra Leone.

  • Ensure Plan International Sierra Leone enters contracts that are reasonable, protect its interests and are risk free.

  • Ensure Plan International Sierra Leone complies with obligations resulting for it from signed agreements.

  • Ensure Plan International Sierra Leone maintains an appropriate registration, understands and complies with its requirements.

  • Ensure consistent application of Plan International Sierra Leone s Anti-Terrorism Screening (ATS) policy.

  • Ensure that all Plan International Sierra Leone contracts are based on pre-approved format by Plan International Sierra Leone’s lawyer and on Plan International Sierra Leone’s minimum guidelines of contracts/agreements.

  • Ensure contracts management including troubleshooting, negotiation and supplier performance management for logistics and admin related contractual engagements.

 

Ensure procurement activities support timely and quality program delivery

  • Collaborate with department heads and staff to ensure purchase of goods and materials is properly planned, timely delivered in the required quantity and quality at an effective cost;

  • Regularly assess risks that are likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed;

  • Ensure periodic updates are provides to staff on their requests;

  • Ensure relationships between Plan and suppliers/service providers are well nurtured and free from any conflict of interest with the Logistics team.

 

Ensure a professional management of Plan International Sierra Leone’s assets and inventories

  • Ensure assets are tagged, monitored, and an asset count exercise is conducted at least once

every year. 

  • Ensure disposal are carried out in due respect of organizational procedures and sound documentation is kept of the process.

  • Ensure that Plan International Sierra Leone’s facilities are covered by appropriate insurances and a monitoring mechanism exists to ensure damages are promptly repaired by the insurer. 

  • Facilitate the annual insurance survey and submit quality report to the headquarters. 

  • Ensure notification is made to relevant persons using the incident/loss notification form within the 48 hours of occurrence of incidents, damages or losses.

  • Ensure mechanisms and relevant tools are in place to document asset transfer.

  • Ensure stock is managed as per organizational procedures and most accepted standards.

 

Ensure all Plan International Sierra Leone’s facilities are in good working order

  • Ensure there is a sound mechanism for the regular, timely and effective maintenance of Plan premises.

  • Ensure that Plan International Sierra Leone’s office, compounds and housing are in good standard of management.

  • Ensure that Plan International Sierra Leone has in place an adequate security system in its premises for staff, vehicles, equipment’s etc.

  • Supervise/facilitate conferences /workshops and visits arrangements.

 

Ensure Plan International Sierra Leone’s fleet support effective delivery of program activities

  • Ensure that all Plan International Sierra Leone vehicles are always in good working condition.

  • Ensure there is an adequate insurance cover for all vehicles in all time and their licenses are always up to date.

  • Ensure there is a cost effective coordination mechanism for vehicle movements between Country office and program Implementation areas.

  • Submit monthly report in support to recovery of costs.  

 

Ensure Safety and Security for Plan International Sierra Leone’s operations 

  • Periodically update Plan International Sierra Leone’s security SOPs and ensure awareness and consistent application by staff and other stakeholders.

  • Periodically review and update the Travel Safety and Security Advisory (TSSA) and ensure visitors receive an e-copy before travelling to Sierra Leone and that they are briefed on the content upon arrival in Plan’s office.

  • Prepare a monthly security update and share it with the Regional Security Advisor after review by the supervisor.

  • Conduct Security Risk Assessment (SRAs) for all Plan’s offices at least once a year and carry out SRAs for residences to be rented by Plan prior to Plan signing agreements.

  • Ensure the security company deploying security agents in Plan’s facilities is clear about Plan International Sierra Leone’s security standards and review its monthly report before payment of its services by Plan International Sierra Leone.

  • Work with the Disaster Risk Management Specialist to ensure Plan’s offices have in place the adequate evacuation systems;

  • Prepare Quarterly Security Reports and present them during the Extended Country Leadership Team (E-CLT) Meetings.

  • Periodically update a contingency Plan for Plan International Sierra Leone.

  • Ensure that Plan International Sierra Leone is on top of security Key Performance Indicators (KPIs).

  • Actively participate in Security Review Team (SRT) Meetings and take minutes during such meetings.

  • Periodically train staff on security related matters to ensure they are au fait with security standard and equipped to react properly in emergency. 

 

Develop and lead a competent and motivated administration team  

  • Human resource planning - Recruit, grow and retain staff.

  • Performance Management - Manage, motivate, develop and oversee the performance of staff in line the organization’s systems, rules and regulations for HR management including staff evaluation, training and career planning.

  • Develop work plans for the team under supervision.

  • Monitor team performance and take actions when needed so that objectives are met (either continuously or on time when relevant),

  • Create a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.

  • Supervise and manage performance of staff including, coaching, mentoring and capacity building.

 

KEY RELATIONSHIPS:

Internal contacts 

  • High contact Deputy Country Director Operations, Programme staff, Grant and Sponsorship, Finance and Human Resource & Organisational Development.

 

External contacts 

  • High contact with line Government Ministries, Plan International Sierra Leone’s legal team

  • Medium contact with Development Agencies, other International NGOs and local NGOs/CBOs, suppliers

 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

Education/Professional Background

  • B.A. degree in Supply Chain management/ Logistic Management/ Business Administration, Procurement or related field of studies and at least 7 years’ work experience out of which 3 years on the similar position.

  • Comfortable working at tactical, operational and senior management levels.

  • Commitment to Plan International’s values and behaviours, gender diversity knowledge and experience, Child protection—knowledge of global trends in child protection, promote a culture and working environment aligned to Plan International’s values and behaviours including anti bullying and harassment.

  • Professional integrity and accountability, work in an open and accountable way.

  • Strong technical skills in supply chain, professional integrity and accountability.

  • Ability to work under pressure, able to work well in a team and independently, problem solver.

  • Planning and organisation skills on short and long time frames,  analytical skills

  • Solutions orientated focused on program outcomes, Budget skills including effective use of resources, decision making, experience in preparing and submitting business cases, Influencing skills, attention to detail.

  • Knowledge of an ERP system, Strong technical skills in supply chain and knowledge and experience of project management.

  • Budget skills including effective use of resources.

  • Able to set own and department objectives, able to give clear direction and manage competing priorities.

  • Ability to manage and resolve conflict, situational leadership skills including being able to lead by example, cultural sensitivity, listening skills, good communication skills.

  • Comfortable facilitating meetings and bringing people together.

  • Managerial ability to delegate duties to subordinates to meet deadlines and coach members of the team.

  • Balances future vision with practical delivery.

  • Develops mutual trusting relationships with complex partnerships that have excellent business outcomes.

  • Sets a strong learning culture in their part of the organisation.

  • Remains calm and positive under pressure and in difficult situations.

  • Aware of impact on others and adjusting own behaviour accordingly.

  • Tolerant of difference - cultural sensitivity in relation to its impact on HR.

 

Desirable

  • Good communication skills. Comfortable working with colleagues from different cultures and various internal departments; 

  • Good writing skills in English.

  • Preference for team work and a collaborative working environment

  • Great availability;

  • Great listening skills, discreet and tactful.

  • Sensitive to cultural and social conditions.

  • Commitment to continuous learning; willing to update knowledge in logistics field. 

  • Ability to respond/manage multiple demands from various sites/departments

  • Work experience in similar position in an International Non-Governmental Organization (NGO) 

 

GENERAL ACCOUNTABILITY

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.

 

Ensure staff understand Plan International’s commitment to driving a feminist agenda within the organization, and the ambition for gender equality and gender transformative leadership is embedded in our value-based leadership framework.

 

PLAN INTERNATIONAL’S VALUES 

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. 

 

Applications: 

Last date for submission of Application (CV and cover letter) is: 21st October, 2019 by 5:00 pm

 

Your application should include: 
·         A cover letter
·         A comprehensive CV including details of two referees, one of whom should be your current or

           most recent supervisor

 

Send applications to the below link : Sierra-Leone.Recruitment@plan-international.org

Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

 

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