Procurement Coordinator

The Organization

Plan International is an independent 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’s 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 85 years, and are now active in more than 80 countries.

ROLE PURPOSE

The position holder will be hired for EUD Project for a duration of 6 months. The position holder will be responsible to ensure adequate and timely procurement support for the EUD Project, which includes timely delivery of supplies and services, managing contracts for procurement/purchasing, market assessments and analysis, supplies costing and supplier prequalification exercise. 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

 Procurement Planning (20%)

• Compile procurement plans
• Coordinate teams:  procurement, project, Program, finance, departments
• Ensure timely and effective procurement planning
• Prepare share updated price indexes

Sourcing: Implementations of Assigned Procurement (30%)

• Lead procurement sourcing(Tender, RFQ, Bid/quotation analysis) based on procurement plans consolidated
• Maintain supplier database/reviews
• Organize market survey
• Compile market survey data and analysis
• Follow-up the timely delivery of items and ensure payments for vendors processed

• Coordinate PR/PO – Verify PR/PO
• Understand and apply procurement procedures relevant to its level
• Supervise / support good procurement practices and procedures are applied within the Team in CO and PU

Supplier/Partner management (15%)

• Contracts follow up with Suppliers
• Contracts preparation & negotiation
• Partner supervision and relationship
• Revise supplier/partner database
• Review partner/supplier adherence to procedure & document management

Reporting, Monitoring and Tracking (15%)

• Maintains accurate and timely data entry
• Collect procurement data for monitoring and reporting
• Procurement data analysis
• Ensure timely reporting of procurement statuses to management
• Carry out Data cleansing

Team Management (10%)

• Lead, motivate, and manage staffs under supervision to fulfill their responsibilities /duties.
• Responsible for performance management of team
• Capacity building of the team

Engagement in Project Proposal Design (10%)

• Coordinate effectively with Procurement Manager in project proposal design engagements including project budgeting
• Provide all the relevant and necessary inputs to project proposals on key procurement aspects such as in feasibility of activities materials requirements, activity timelines considering supply timelines, procurement team resource requirements for the project proposal

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
• Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/Experience Essential:

• Education at BA Degree level or equivalent study in fields such as Procurement & Supply Chain Management, Business Administration or Logistics Management or related field of studies
• At least 5 Years of relevant experience out of which 3 years on a senior level experience (not necessarily gained in an NGO or INGO) or demonstrated equivalent combination.
• Significant logistic experience running both emergency and development programs

Qualifications/Experience Desirable:

• Experience in preparing and submitting business cases is a plus
• ERP experience
• Experience in sourcing construction procurement.

Languages Required

• Fluency in English language is essential
• Knowledge of local languages is a desirable

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization 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 programs 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.