Job Description
Country Procurement
Coordinator-Sourcing
Date: 11-Feb-2022
Location: Dar
es Salaam, Tanzania
Company: Plan
International
BACKGROUND
Plan International
is an independent development and humanitarian organisation that advances children’s
rights and equality for girls. Plan has over 80 years
experience and works in more than 75 countries across the world. We strive for
a just world, working together with children, young people, our supporters and
partners.
Plan International
has been working in Tanzania since 1991. Our work supports marginalised
children and youth, especially adolescent girls, to grow up
physically and mentally healthy and ready to shape their future. We create an
enabling environment and empower girls to be active drivers of change
in realising their rights. We prioritise working with partners,
and ensuring all of our work is evidence based.
ROLE PURPOSE
This role will
support Plan International Tanzania’s work by ensuring implementation of the
country procurement – sourcing strategy and alignment with both donor and
organizational procurement standards, policies and procedures through a strong
and reliable supply base for timely project delivery.
Dimensions of the
Role
- Responsible for the implementation of
Plan International and donor Procurement Policies, Strategies and
Procedures.
- Oversee the country coordination and
implementation of the Procurement plans
- Responsible for suppliers contract
management, renewals and tracking
- Development and management of the
reliable supply base through a competitive procurement process to the
Long-term Agreements (LTAs) and prequalification of suppliers
- Conducting the market surveys,
prequalification of suppliers, suppliers reference checks/vetting,
maintenance of reliable and strong suppliers’ database
- Responsible for the Supplier’s
performance management and contract administration for all Plan
International Tanzania offices.
- Ensure best value for money is achieved
through competitive and transparent sourcing, timely project delivery and
support
- Manage key supplier relationships to
develop strong strategic partnerships with critical and major suppliers.
- Provide technical support to projects
implementing Partners.
- Perform any other assigned task within
the procurement and logistics unit/supply chain function
Accountabilities
Strategic Planning
- Contribute to the development of the
sourcing strategic planning and implementation of the sourcing competitive
approaches within the country
- Be the country champion of the
procurement Planning to include a good knowledge of the market’s trends
for the goods and services, prices, embrace categories of spend, projects
demand and right sourcing
- On an annual or multi-year basis
consolidating Projects’ forecasted needs, as detailed in the Project
Operational Plans and Project Budgets, so as to action key supply
activities as early as possible.
Sourcing of goods
and services
- Work with the key stakeholders both
internal and external to continually review the internal and external
environments and identify potential suppliers to add value to Plan
Tanzania operations through effective and efficient sourcing.
- Develop sourcing approaches to meet
programme supply needs based on project operational plans, procurement procedures
and project demands
- Plan and implement complex sourcing
processes to include competitive quotations and tenders to ensure optimal
sourcing outcomes
- Ensure all appropriate due diligence
checks and risk assessments are carried out in line with organisational
policy
- Setting and processing Long Term
Agreement (LTAs) with reliable suppliers for supply of common goods and
services through Plan International applicable procurement procedures and
donor compliance
- Maintain and updating country reliable
vendors data base through market surveys, SAP vendors registration,
conducting supplier reference checks and Anti-Terrorism Screening and
getting Long Term Agreements in place ahead of time.
Supplier Management
and Performance
- Supplier management and performance
including measuring, analysing and managing a supplier’s ability to meet,
and preferably exceed, their contractual obligations with Plan
International
- Support supplier selection and
contracting activities by undertaking market surveys, running tenders for
setting up contracts and Long-Term Agreements (LTAs) where appropriate for
selected supplies for the Country Office and field offices.
- Manage the supply base by tracking
supplier performance, actively liaising with suppliers, and undertaking
supplier risk management e.g. vetting, ATS checks, SAP registration etc
- Make suppliers aware of Plan
International values, policies and procedures and their need to comply as
part of agreements.
- Ensure we only work with vetted, high
quality suppliers that comply with Plan International policies, procedures
and donor requirements.
- Coordinate the meeting with the
suppliers and programmes, review performance, service, quality, delivery,
seek feedback on Plan’s contract management (e.g. payments on time,
receipting, communications) and to clearly document any performance
issues, any failure to meet contractual obligations, any decisions, or
actions to be taken.
Team Management and
Capacity Building
- Conduct performance reviews and build
capacity of the Procurement and logistics coordinators, ensuring existence
of procurement plans are in all field offices with regular field travel
and provide the needed support
- Develop strong relationships with field
office programmes to support them in improving their Procurement practices
and review all Procurement Plans together with the support from the Head
of Procurement and Logistics
Performance
Management and Reports
- Produce procurement management
information reports on a monthly and quarterly basis, including data
analysis and recommendations on improving the efficiency of sourcing
services
- Support the Head of Procurement and
Logistics in monitoring the Procurement function performance against KPIs
and targets, standards, developing and implementing the necessary
corrective actions for sourcing activities to improve performance.
- Ensuring all financial benefits from
sourcing are documented
Governance
- Promote and ensure compliance to our
Procurement Policy, Procedures and quality standards
- Implement and ensure compliance to Plan
International Global operations manual Logistics and Procurement and
established procedures
- Set a strong tone from the top that
fraud is unacceptable and is a zero tolerance
- 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.
Key relationships
This position reports to the Head of Procurement and Logistics and has a
dotted line for technical support to the Procurement and Logistics Coordinators
in field offices. The incumbent will also work closely with programmes, finance
and external stakeholders to include suppliers, partners
Technical expertise, skills and knowledge
Qualifications
- Bachelor degree in Procurement and
Logistics or Supply Chain Management with at least 5 years of practical
experience in similar position
- Must be a holder of CPSP (T) and
registered with the Procurement and Supplies Professionals and Technicians
Board (PSPTB) or a professional qualification and membership of recognized
procurement and supplies institution
Experience and Skills
- Minimum of 5 years of relevant
experience working in Procurement, preferably in an NGO/and/or development
program, with in depth experience in managing complex sourcing processes
and supplier relationships
- Solid knowledge and experience of
planning and implementing sourcing activity and processes
- Excellent supplier management skills and
a strong ability to hold suppliers accountable to deliver on their
responsibilities
- Familiarity with the local and regional
supplier markets
- Experience in some of our key
programmatic categories (Supply chain, construction, humanitarian,
education, medical supplies, consultancies etc)
- Knowledge of NGO/ Donor policies and
their compliance requirements in respect of procurement and wider supply
chain activity
- Competency in procurement reporting,
monthly KPI reports
- Willingness to undertake field travel as
required and work in difficult environments according to travel
environments
- High level of computer literacy.
Especially excellent MS Excel/Word skills.
- SAP/ERP skills
- Excellent oral and written communication
skills; Fluency in spoken and written English
- Humanitarian context exposure
- Capacity building and coaching
- Planning and organizing
- Problem solving
- Strong negotiating, facilitating and
influencing
- Advisory on technical and performance
management matters
Behaviors
- Models and promotes efficient services
- Instil customer care attitude in teams
- Promotes the development of effective systems
and policies
- Promotes innovation and learning
- Clear and effective communication
- Models integrity
- Builds motivated, proactive, effective
and committed teams in all the support areas
- To model best practices and excellence
in support services delivery to plan and partners
- Products and services comply with
quality standards; and
- Ambitious, realistic and action
oriented.
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
- 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.
Physical Environment
Working environment
will include both typical office environment and field environment
The position
requires regular field travels
Level of contact
with children
Low contact: No
contact or very low frequency of interaction
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