Procurement Specialist

Job Description

Plan International Sierra Leone

Job Announcement (1 Position for nationals only) 

06-02-24 Procurement Specialist

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:                  Procurement Specialist

Grade:   Level 16

Location:          Country Office 90% and 10% travel to districts 

Department:    Supply Chain

Reports to:       Supply Chain Manager

SUMMARY OF THE POSITION 

The Procurement Specialist shall act on behalf of Plan International Sierra Leone to provide a broad range of procurement management services that are requested by the Country Office to facilitate the smooth implementation of projects. The Procurement Specialist will ensure all procurement activities are conducted in strict compliance with the principles, rules, and procedures set out in the Plan Procurement Guidelines. S/he will need to coordinate with Plan International staff, especially logistics, procurement, finance, and project managers, to ensure rapid and timely delivery of project inputs. S/he will need to ensure supervision, monitoring, and management of the procurement function of the Country Office.

DIMENSIONS OF ROLE

The Procurement Specialist reports to the Supply Chain Manager and is responsible for all procurement functions for the country’s operations. This position is responsible for ensuring timely procurements of goods, services, and works for operations, programme delivery, and project-specific need in Plan International Sierra Leone. The position would liaise with Plan International Global and Regional Hub to source goods and services that are not available locally.

ACCOUNTABILITIES

• Analyse demand and supply trends and support senior management with the development and implementation of sourcing strategies
• Monitor procurement plan and work closely with Project Managers and Finance in the planning process for special/complex purchasing projects/requirements
• Execute day-to-day procurement and contract administration activities of projects as per the set procedures, manual, template, and guidelines;
• Manage, execute, and coordinate tasks related to the procurement of goods, services, and works;
• Monitor the progress of contract implementation to ensure that it abides by the stipulated standards, procedures, and planned procurement timetable;
• Protect the procurement activity from fraud, waste, and abuse;
• Assist Project Managers and other staff in planning, scheduling, and prioritizing procurement functions, including plans for the efficient and effective procurement of goods, works and services;
• Manage the entire procurement process and execute day-to-day procurement functions such as:

• Analyse market conditions 
• Verify the technical specifications or terms of reference 
• Prepare and launch tender documents
• Arrange and facilitate site visits 
• Carry out price reasonableness analysis

• Facilitate contract negotiations, preparation, awarding, and award notification, and conduct debriefing with bidders. 
• Provide contract administration services including arranging for proper inspection, ensuring compliance with terms and conditions of contracts, addressing delays, troubleshooting problems, assisting in contract amendments, and ensuring completion of works and delivery of goods;
• Ensure all approvals and procurements records are kept safely and filed electronically as appropriate;
• Prepare and share monthly, and quarterly Procurement Progress and Market Condition Reports, including price movements;
• Monitor vendor performance for conformance to the original proposal and maintain continual review to ensure that all terms and conditions are met and that contracts are by legal requirements, standard specifications, Plan procedures, and government regulations;
• Assure all procurement activities are performed in a fully professional, transparent, and ethical manner and line with procurement regulations and conditions of the grant and implementation agreement;
• Collaborate with department heads and staff to ensure the purchase of goods and materials is properly planned, timely delivered in the required quantity and quality at an effective cost;
• Facilitate processes for clearing imported goods from the air or seaports ensuring customs regulations and necessary tax exemptions are obtained;
• Regularly assess risks that are likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed;
• Set a mechanism to provide updates to requestors on the status of their requisitions or institute a requisition tracking mechanism;
• Ensure relationships between Plan and suppliers/service providers are well nurtured and free from any conflict of interest;
• Analyse market and delivery systems to assess present and future material

             availability;

• Recommend improvement of sourcing strategies through evidence-based analysis for

             management, including price, quality, and service;

• Manage assigned contracts and SLA to ensure adherence to agreements is being

             achieved and contract gaps are eliminated in consultation with legal counsel.

Key Relationship

Internal:

• High contact Supply Chain Manager as the direct supervisor
• High contact with Finance Department 
• High contact with Program staff
• High contact with Grant and Sponsorship Departments 
• High contact with the Human Resource & Organizational Development Department

External:

• High contact with line Government Ministries
• High contact with the Plan’s Legal Retainer
• Medium contact with Development Agencies
• Medium contact with other International NGOs and local NGOs/CBOs.
• Medium contact with suppliers

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Qualifications/Experience

Essential

• Minimum 5 years of experience working as a supply chain/procurement professional
• Bachelor’s degree in a procurement, business, law, economics, public administration, or related field
• Good understanding of procurement processes, procedures, and best practices
• Experience with procurement guidelines and procedures of international development institutions
• Strong computer skills (Microsoft Office, Outlook, Excel, Word

Essential Skills

• Commitment to Plan 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 plans values and behaviours including anti-bullying and harassment
• Able to keep the big picture in mind and work in detail
• Ability to work under pressure, in a team and independently
• Work well with others
• Planning and organizing skills on short and long-time frames 
• Decision making and analytical skills
• Managerial ability to delegate duties to subordinates to meet deadlines and coach members of the team
• Remains calm and positive under pressure and in difficult situations

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 a similar position in an International Non-Governmental Organization (NGO) 

PHYSICAL ENVIRONMENT

• Typical office environment. 

LEVEL OF CONTACT WITH CHILDREN

Occasional interaction with children

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 understands 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 organization 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 maximize 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 Applications (CV and cover letter) is: 19th February 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.