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Showing all 13 results
Job Overview
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Date PostedJuly 24, 2024
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Location
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Expiration dateJuly 31, 2024
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Experience5 Years
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GenderBoth
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QualificationBachelor Degree
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OrganizationPlan International
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Required LanguagesEnglish, Krio
Job Description
Plan International Sierra Leone
Job Announcement (1 position for nationals only)
23-07-2024 Supply Chain Manager
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 85 years and are now active in more than 80 countries.
We are currently seeking to recruit:
Title: Supply Chain Manager
Grade: Level 16
Location: Country Officer – up to 50% to PUs / PIIAs
Reports to: Head of Operations
SUMMARY OF THE POSITION
Supply Chain is the backbone of our operations. Within Plan International Sierra Leone, this role will ensure appropriate strategic direction is set, implemented and maintained for the Country’s Supply Chain, aligned with our Global Strategy as well as Plan International standards and processes. The postholder will drive supply chain planning and engage proactive front-end Supply Chain support to meet project needs and requirements; achieving compliance with Donor rules and regulations, Plan’s own internal policies, procedures and systems, as well as upholding high standards of ethics at all times.
Responsible for the efficient and effective organisation and coordination of the Supply Chain Team, this is an opportunity to grow performance and expertise within the Country Office and across Programme Units (PUs) and Programme Implementation and Influencing Areas (PIIAs) strengthening internal control, processes, capacity and performance. With a strong analytical and problem-solving mind, you will be able to identify challenges and opportunities for innovative improvements and act as a leader for change.
The Supply Chain Manager is a member of the Extended Country Leadership Team (ECLT) of Plan International Sierra Leone.
DIMENSIONS OF ROLE
The role covers all areas of the Supply Chain at the Country Office level and supervision of Programme Units (PUs) and Programme Implementation and Influencing Areas (PIIAs) supply chain focal points through dotted line management. Cross-functional engagement with other teams is critical to ensure alignment of processes and efficient operations country-wide.
Supply Chain Management in the scope of this role includes:
- Technical processes across Operational Planning, Procurement, Assets, Fleet, Inventory and Warehouse Management, Distribution, Gifts in Kind, administration (premises, travel & accommodation, events, …), customs clearance in both Humanitarian and Development contexts
- Process performance analysis, monitoring and reporting
- Systems application, compliance and strengthening
- Team management and capacity strengthening
- Development of KPIs for Supply Chain activities; measuring and monitoring progress against objectives, ensuring targets are met to enable seamless synergies with other departments
- Provision of support and reporting to the Head of Operations in order to minimise financial and compliance risks throughout the Supply Chain
- Support in the selection of our partners and working with them on capacity strengthening and monitoring across their supply chain activities.
- Budget – (The Supply Chain Manager will have budgetary authority/responsibility, authority for procurement as provided for on the DOA)
- Staff – The postholder directly or indirectly line manages a Team of 12 at a Country Office level, and technically supervises the Teams of 2 field Programme Units. The team includes staff from Procurement, Logistics and Administration.
- Stakeholder Engagement – Internally, the postholder will engage across functional and geographical boundaries within the Country (Programme and Project staff, Finance, IT, Risk and Compliance, Programme Unit managers…). Externally there will be engagement within and outside the sector, including INGOs, UN agencies, logistic clusters, HULO, partners and suppliers.
- Accountabilities
Maintain high management standards for all Supply Chain activities
- The needs of the Country Programme are planned, consolidated and appropriately sourced, with effective processes to achieve cost-savings, and compliance and minimise risk.
- The Country’s Fleet of engines (including vehicles, motorbikes and generators owned and rented) is fit for purpose to deliver Plan International’s projects and is well managed.
- The storage and flow of goods in the Country’s supply chain enables timely project delivery, whilst maintaining consistent and appropriate controls.
- The Country has a planned, fit-for-purpose pool of assets (low and high value), and can effectively control, manage and report on them.
- Offices and other premises (incl. warehouses, accommodation) are managed as a country-wide portfolio, with needs and costs reviewed and anticipated regularly.
Leadership
- Accountable for overall Supply Chain performance, providing strategic direction for the function and ensuring it is well aligned to the organisational strategic objectives and Country Strategy.
- Develop the overall operational planning for procurement, fleet and assets, in liaison with respective user departments, and lead the implementation of the plan to realise the organisation’s objectives.
- Monitor overall process performance, manage continuous improvements in the department, and ensure regular reports are received including quarterly procurement planning analysis.
- Performance Management – Manage, motivate, develop and oversee the performance management of staff in line with the organisation’s systems, rules and regulations for HR management including staff evaluation, training and career planning.
- Act as the supply chain & logistics focal point for all grants/programmes, providing high-quality input at all stages of the project cycle including supporting the development of grant proposals covering all aspects of supply chain & logistics (supply chain plans, procurement plans, ensuring Plan International leadership in efficiency & effectiveness metrics, staffing plans, budgeting, etc.).
- Proactively engage with cross-functional Teams to ensure the inclusion of Supply Chain aspects in all areas of the organization from proposal development, budgeting, programme planning, inception and implementation.
- Provide supply chain leadership & management support to key programmes in the country, with emphasis on ways of working effectively with the different Programme Units.
- Lead on driving supply chain change initiatives through the country supply chain aiming for operational excellence in line with the Supply Chain Operations Manual.
Supply Chain Operations Management
- Responsible for the compliant and efficient execution of Supply Chain operations in line with Donor rules and regulations and Plan Global standards, policies and tools.
- Proactively input to the development of grant proposals covering all aspects of the supply chain (supply chain plans, procurement plans, budgets…) ensuring Plan International leadership in efficiency & effectiveness metrics, staffing plans, budgeting, etc.
- Lead on Procurement Planning development, analysis and strategic orientation for procurement activities within the Country ensuring efficient planning and allocation of resources.
- Develop a strong procurement structure with proactive market and supplier identification, and development of supplier framework agreements in line with overall Country Programme needs and requirements.
- Develop a sourcing strategy to make procurement activities more proactive and strategic in a manner to enable on-time, quality, and cost-efficient programme delivery.
- Strengthen the development, execution and monitoring of contracts with suppliers, ensuring all policy documents for Plan International are included (Child Protection, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy).
- Ensure efficient process turnaround, value for money and efficient use of resources (staff, assets, infrastructure)
- Fleet management processes and systems are implemented alongside careful data analysis to ensure that the fleet is optimised, rightly utilised and sized as per programmatic needs, mitigating risks and adhering to high standards of safety and security.
- The pool of assets is maintained, monitored and reported on to ensure it is fit for purpose and to comply with donor requirements.
- Offices are efficiently managed ensuring staff health and safety. All premises are appropriately, efficiently and regularly maintained.
- End to end Supply Chain costs are understood and monitored to ensure appropriate cost recovery to projects.
Supply Chain Excellence, Logistics and Procurement compliance
- Accountable for effective, compliant and cost-efficient Supply Chain management processes, measures and controls that ensure the right quality and quantity of goods and services are purchased at the right price and delivered to the right place at the right time.
- Certify that internal Supply Chain controls are always adhered to and safeguard the organization from loss or malpractice.
- Evaluate and control measures used to manage risk in all supply chain business processes and guide management in the development/improvement of control measures as necessary.
- Review all Procurement documentation ensuring compliance with the organisation’s policies, procedures and thresholds as per the operations manual.
- Ensure compliance with stores/warehousing, inventory and assets procedures which include physical checks/verification of goods and services received and implementation of efficient inventory management practices.
- Ensure appropriate fleet processes are in place to mitigate risk, improving safety and security.
Capacity Development and Stewardship:
- Conduct staff appraisals and monitor performance through mentoring, coaching, regular 1:1s and coordination meetings.
- Develop strong integrated working relationships with user departments to support the early identification of supply chain needs and also support the grants management team during proposal writing.
- Provide analysis, benchmarks and recommendations for determining effective resource utilisation.
- Lead and implement continuous improvement as a standard way of operating within the Supply Chain department.
- Provide oversight of the Supply Chain function, including the field Programme Units, building on process capacity and teams capability.
- Identify staff capacity building requirements through training needs assessments and skills gaps analysis.
- Develop a training and capacity-building plan based on any gaps identified from the needs assessment and through any other channels.
Supply Chain Through Partners:
- Close involvement in the selection process for Plan partners including due diligence process, proportionate monitoring of partner activities as well as providing capacity building, coaching and training as required.
- Ensure that partners’ supply chain-related reports (asset, stock are received and reviewed regularly as per the supply chain operation manual requirements.
Administration
- Ensure there is a sound mechanism for the regular, timely and effective maintenance of Plan premises;
- Ensure that Plan’s office, compounds and housing are in good standard of management
- Supervise/facilitate conferences /workshops and visits arrangements.
- Ensure that Plan International facilities are covered by appropriate insurance and that a monitoring mechanism exists to ensure damages are promptly repaired by the insurer.
- Facilitate the annual insurance survey and submit quality reports to the headquarters.
- Ensure that the Country Office adheres to all aspects of the Country Agreement between Plan and the Government
- Ensure that required reports from Plan International to Government are sent promptly.
- Facilitate registration/renewal of registration with the Ministries.
- Ensure Plan complies with all country’s applicable laws and regulations.
- Ensure Plan maintains an appropriate registration, understands and complies with its requirements
Emergency programming
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- Ensure that supply chain minimum preparedness actions are in place in line with the country’s ready-to-respond plan.
- Ensure training and capacity building for staff on the supply chain in emergency requirements including the emergency procurement procedures and thresholds.
- Identify the conditions for emergency procedures activation and submit the request to the appropriate circuit, supporting the relevant elements.
- Actively represent Plan International in the country supply chain coordination network (Logistics Cluster, HULO) and apply any initiative benefiting Plan International especially in emergency operations
Safeguarding
- 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
Internal:
- Work with Procurement team
- Logistics team
- Head of Programs/ Project Managers
- Administration team
- Finance team
- People and Culture team
- Partners etc
External
- INGOs, UN agencies, logistic clusters, HULO, partners and suppliers
Technical Expertise, Skills and Knowledge
Essential
Qualification and Experience:
- University degree in supply chain management, business management and administration or related field and/or equivalent professional experience with at least 5 years in a similar position most of which should preferably be from within the humanitarian/NGO sector.
- Experience in a similar environment with a significant scale of country-wide supply chain management responsibilities across procurement, fleet, warehousing, distribution and security management both directly and working through partners.
- Experience in supply chain in emergency preparedness and response programming; both direct implementation and implementation through partners.
- Previous experience in managing and developing teams and the ability to lead, motivate and develop others including remote management of teams across multiple sites.
- Strong leadership and interpersonal skills with a particular ability to think outside the box.
- Strong analytical and problem-solving skills, with the ability to report on and demonstrate performance improvement and efficiencies through accurate and concise reports.
- Excellent communication skills.
- Strong IT skills, including Excel and integrated resources management (ERP) software (SAP and or Microsoft Dynamics 365 would be an advantage).
- Knowledge and experience of project management.
- Knowledge of the humanitarian sector trends and constraints would be an advantage.
- Proficiency in French and English are essential,
Desirable
- Experience in international supply chains and custom regulations
- Experience with supporting Cash and Voucher programming
- Training and capacity building experience
- 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
Physical Environment
National role with frequent visits to field locations
Level of Contact with Children
Mid contact: Occasional interaction with children
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
We create a climate of trust inside and outside the organisation by being open, honest, and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.
We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
We work well together
We succeed by working effectively with others, inside and outside the organization, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities, and our partners.
We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.
Applications:
The last date for submission of the Application (CV and cover letter) is: 1st August 2024 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 of 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 Plan International’s Safeguarding Children and Young People’s Policy.
Plan International follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early