Supply Chain and Admin Specialist

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The Organisation

Plan International is an independent development and humanitarian organisation 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 80 years, and are now active in more than 70 countries.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Establish Departmental Systems and Controls Leading towards Operational Excellence (20%)

  • Identify and establish systems that will bring departmental efficiency in collaboration with various stakeholders and at all levels
  • Contribution to the broader departmental level strategy as well as specific strategy on assigned areas indicated in the heading
  • Contribute and coordinate the department’s operational plan
  • Develop standard operating procedures and guidelines
  • Develop checklists for standardized departmental processes
  • Provide technical input in the development of various SOPs and Manuals
  • Create a centralized database management systems for the department that enables complete and easy retrieval of important documents for various purposes and stakeholders
  • Organize periodical meetings with stakeholders and department staff for performance review, collecting feedback and others

Ensure Departmental Compliance in line with Donor and PIE Policies and Procedures (25%)

  • Ensure compliance to donor and organizational policies
  • Follow up and implementation of audit actions
  • Advice on the various grant rules and regulation and monitor transactions to ensure compliance at all times
  • Conduct logistics compliance checks on country and field offices
  • Provide technical support to other departments on compliance issues
  • Participate in the preparation and final review of donor proposals and reports where required
  • Check a sample transaction monthly to ensure donor compliance – typically high value purchase/tenders, flights, assets etc.
  • Scrutinize selected procurement processes in all fields and in Addis for its correctness and IRC and donor compliance.
  • Conduct monitoring visits to field locations meeting with the various department staff

Define, Compile and Analyze Departmental KPIs and Performance Monitoring (25%)

  • Collaborate in defining departmental KPIs, reporting mechanisms
  • Coordinate the timely submission of periodical reports to the CO
  • Compile received reports and conduct analysis of departmental performance at all levels against KPI and report to Management periodically
  • Identify and track improvement actions plans and design systems and tools to carry them out

Field Support and Capacity Building (20%)

  • Actively engage in emergency response start-ups: rapid assessments, operational setup
  • Coordinate and fulfil gap filling requests
  • Travel to field offices for compliance monitoring, addressing compliance related bottlenecks, taking part in investigation processes as assigned and others
  • Develop annual training plan of the department
  • Develop capacity building training on policies, procedures, systems and processes
  • Take part and contribute to the identification, assessment, capacity building & support, monitoring and coordination of partners

Subject Matter Expert for Supply Chain ERP System (10%)

  • Provide technical support to staff in resolve ERP bottlenecks in liaison with GH/RH
  • Collaborate with GH and various SME of countries to get up-to-date on changes and requirements in the ERP System
  • Collaborate with other SMEs within PIE in providing induction and capacity building trading and refresher training  to new jointers and existing staff

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

  • Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
  • Ensure 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.
  • Ensure 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.

LEADERSHIP AND BUSINESS MANAGEMENT COMPETENCIES

LEADERSHIP COMPETENCIES

  • Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
  • Behave in line with our values and safeguarding practices, inside and outside work.
  • Challenge own attitudes, unconscious bias and behavior and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
  • Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
  • Honest and efficient in use of resources, including own time.
  • Take responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
  • Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyze issues and improve things.
  • Good team player, communicating effectively and being open and supportive towards those around them.

BUSINESS MANAGEMENT COMPETENCIES

  • Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
  • Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
  • Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
  • Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/Experience Essential:

  • Education at BA Degree level or equivalent vocational study in fields such as Supply Chain Management/Logistic Management or related field of studies
  • 6 (six) years relevant work experience

Qualifications/Experience Desirable:

  • Certification on Supply Chain Management
  • Additional experience in supply chain is a plus
  • Experience in preparing and submitting business cases

Languages Required

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

Location: Country Office, Addis Ababa

Type of Role: Supply Chain and Admin Specialist 

Reports to: Head of Supply Chain, Administration

Grade: D1

Closing Date: 22 March 2022

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

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