Plan International Programme Area Administration & Procurement Coordinator Jobs in Uganda

Plan International Programme Area Administration & Procurement Coordinator Jobs in Uganda

Organization Overview & Role Purpose

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls.

The Programme Area Administration & Procurement Coordinator (APC) ensures that the Programme Area (PA) team receives the operational support services required for effective implementation of the Country Strategy, on time and to standard.

The role is responsible for overseeing operational areas of procurement & logistics, administration & office services and fleet management; working with the team to ensure optimum support to projects within the policies of Plan Inc., and the laws of Uganda.

Role Dimensions

The role is responsible for facilitating the delivery of projects and the smooth running of the Programme Area Office(s)

Additionally, the role is responsible for implementing staff health, safety and security protocols and acts as Security Focal Point for the PA.

The role involves considering the resourcing and logistical implications of both project and operational plans, and advising management on how to achieve optimal value for money; considerable forward-thinking and analytical thinking are required.

Job Holder Must

Have an excellent ability to think ahead

Keep the team focused on timely, compliant, service delivery; improving systems, structures and processes as required to reliably deliver required service levels

Manage suppliers, utilising effective negotiation skills to motivate them to deliver high quality, timely goods and services, whilst still achieving good value-for-money for PIU and protecting the organisation’s interests

Level of Contact With Children

This position has been classified as “mid contact”: Occasional interaction with children

Key Result Areas

KRA 1: Planning & Budgeting

Develop plans for the provision of Operational Support that will facilitate the delivery of the overall strategy as well as project plans

Ensure full understanding of the portfolio of (grant and sponsorship) projects being delivered in the PA and the associated priorities for operational support

Participate in project initiation activities

Identify opportunities to enhance effectiveness and impact

Consolidate project procurement plans into rolling annual plans for procurement in the PA; ensure that all planned procurements are budgeted and entered into the cash-flow forecast

KRA 2: Operations Management

Oversee the operational management of the Programme Area (PA)

Oversee the maintenance of office facilities and equipment

Develop and implement scheduled checks, ‘walk arounds’, and a fault reporting system

Ensure the provision of office facilities and services that will support PIU’s staff

Oversee the provision of administrative support

Ensure that the PA fleet is managed cost-effectively and in an environmentally sensitive manner

Manage PIU assets in line with policy, ensuring that all assets are tagged and recorded in the asset registry and submitting asset reports in line with the annual schedule;

Dispose of, or reallocate, assets when no longer needed, in line with organizational needs and donor stipulations

KRA 3: Procurement Management

Ensure that the Programme Area team are provided with necessary goods and services in a cost-effective, efficient and timely manner

Manage and coordinate the periodic pre-qualification process to identify and register suitable vendors

Manage the pre-qualification process in a transparent manner in order to attract the best suppliers

Conduct due diligence on selected pre-qualified vendors to mitigate risk

Maintain and regularly refresh the active suppliers list

Review request for goods/services for completeness and approvals

Rate and maintain a satisfaction level for various suppliers used to inform future pre-selection or single sourcing rationale

Work collaboratively with the PA team and with the Country Procurement Manager to support larger/one-off procurements:

Ensure clarity of the Tender documents

Coordinate the receipt of bids

Maintain updated records related to procurement function at the PA

Review, consolidate and circulate the weekly procurement progress report.

Prepare supplier/ vendor payments

KRA 4: Risk, Compliance & Accountability

Support the Programme Area Manager

in the effective identification and management of risks

Conduct a comprehensive risk analysis and risk management plan for all Operational activities in the PA

Develop and maintain annual risk insurance coverage for physical assets and follow-up and obtain payment for insurance claims

Liaise with the Risk Assurance Manager to plan and facilitate an appropriate programme of internal and external audit missions

KRA 5: Safety & Security

Support the development and implementation of an effective security management system

Gather reliable security information and ensure that staff are kept informed and updated on security developments and incidents that occur

Develop and continually update a PA specific safety and security plan

Support country management staff in identifying the security training, learning and development needs of staff in the PA

Act as the Security Focal Point Person for the PA; receive, collate and distribute security notices as per the communication protocol

Ensure that any incident directly impacting Plan International Uganda staff or programs is submitted in an Incident Report within 12 hours and CD within 24 hours (per SOP).

KRA 6: Functional Leadership

Develop and oversee implementation of an annual workplan and budget

Regularly review the team staffing levels to ensure that required service levels can be realistically delivered

Communicate clear performance expectations to the team, providing training, coaching and other support as required

Coordinate effectively with others to ensure high performance within PIU’s matrix operating structure

Foster an inclusive environment

KRA 7: Safeguarding, Gender Equality & Inclusion

Ensure 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.

Role Requirements

Qualifications

A degree in supply chain management, business management and administration or related field

Relevant professional qualifications are an advantage e.g. CIPS.

At least 3 years of practical experience in similar position most of which should preferably be from within the humanitarian/NGO sector

Leadership Competencies

Myself as a Leader

Courageous in taking a lead, challenging self and others on their attitudes, assumptions, unconscious bias and behaviour

Lasting Impact

Open & Accountable

Work Well Together

Creates a positive team spirit

Inclusive & Empowering

Appreciates the expertise and creativity of others

Skills & Knowledge

Ensuring they are properly trained and helping them develop their potential

Critical Business Management Competencies

Good track record of planning and organising work effectively

Good understanding of financial and procurement systems

Good analytical skills as required to obtain and process information and numerical data from a range of sources

Experience of identifying and mitigating business or project risks

Good written and spoken communication skills

Good teamworking skills

Critical Technical Competencies

High levels of personal integrity, transparency and accountability

Strong technical background in procurement activities within the NGO or business sector

Experience of working in ERP based systems and environment

Experience of working in large scale/fast moving emergency responses would be an advantage

Experience in international supply chains and custom regulations would be an advantage

Location: Yumbe

Type of Role: Fixed Term

Reports to: Programme Area Manager (PAM)

Grade: D1

Closing Date: 08/11/2022

How to Apply

For more information and job application details, see: Plan International Programme Area Administration & Procurement Coordinator Jobs in Uganda

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