Programme Area Administration and Procurement Coordinator job at Plan International

Plan International

Programme Area Administration and Procurement Coordinator job

Location:  Jobs in Uganda 2021 - 2022

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 08 November 2022

Hiring Organization: Plan International

Job Details:

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 85 years, and are now active in more than 75 countries.

Job Title Programme Area Administration & Procurement Coordinator
Function Programme Implementation Supervises Administration Assistant
Reports to Programme Area Manager (PAM)
Location Yumbe Travel required 30 %
Effective Date June 2022 Grade D1

Organisation overview & role purpose
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. However, 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 in more than 70 countries across Africa, Asia and the Americas, Plan International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reach adulthood. 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.
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. The APC is also responsible for ensuring the safety and security of PIU’s staff in the PA, thorough assessment of risks, and development and implementation of PIU’s Safety and Security protocols.
Role dimensions:
The role is responsible for facilitating the delivery of projects and the smooth running of the Programme Area Office(s) by anticipating and providing necessary resources and operational support; in particular, failure to provide necessary goods and services on time and to standard has the capacity to severely hamper project delivery. 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.
The key challenge for this position is around the diversity of operational support services that must be managed and the need to deliver high quality services on time and to standard, in compliance with Global policy and Ugandan statutory requirements. This requires the job holder to:
• Have an excellent ability to think ahead, managing multiple moving parts simultaneously; anticipating and mitigating potential problems
• Keep the team focussed 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
• As a member of the Programme Area Leadership Team (PALT), 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 ensuring full understanding of the project goals and timelines; support the development of comprehensive procurement plans and budget for each project
• Identify opportunities to enhance effectiveness and impact through quality operational support services; develop an annual plan both for the ongoing provision of services and for any one-off projects that are required (e.g. office development)
• Work with the Country Procurement Manager to 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), ensuring that effective support services are provided to the PA team and that resources are managed in line with Plan International policies and procedures:
• Oversee the maintenance of office facilities and equipment aiming to ensure prevention as well as resolution of problems; 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 in a safe, healthy, secure and environmentally sensitive manner; manage outsourced cleaning and security services
• Ensure that administrative support (e.g. events management, document management, reception services) are provided on time and to standard
• Oversee the provision of administrative support (travel arrangements, secretarial services etc.), especially in support of busy managers
• Ensure that the PA fleet is managed cost-effectively and in an environmentally sensitive manner; lead on the provision of safe, secure and timely transport services for the team
• 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, in line with the global Supply Chain Manual:
Manage and coordinate the periodic pre-qualification process to identify and register suitable vendors in the PA that meet the requirements of PIU in terms of quality, environmental friendliness, and Value for Money for frequently procured items:
• 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, including blacklisted vendors
• Review request for goods/services for completeness and approvals and write orders in the line of responsibility before executing the procurement process at PA level
• 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 (e.g. Terms of References, Requests for Proposals Requests for Quotations etc.) and expectations of PIU
• Coordinate the receipt of bids, bid evaluation, and award ensuring value for money following standard procurement guidelines and Plan policies
Maintain updated records related to procurement function at the PA to include vendor contract files, framework agreement files with service providers
Review, consolidate and circulate the weekly procurement progress report. Follow up feedback coming from staff in respect to the progress of their procurement requests
Prepare supplier/ vendor payments in line with developed service contracts and with the agreements of the end user (ensure all delivery is acceptable and agreeable); liaise with the Programme Area Accountant to ensure timely payment

KRA 4: Risk, Compliance & Accountability
• Support the Programme Area Manager in the effective identification and management of risks; lead on the management of risks associated with procurement, asset management, transport services, and staff health, safety and security:
• Work with the Risk Manager, Internal Controller and Head of Operations to 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; ensure audit follow up and action lists are addressed in a timely manner
• Ensure that all PA staff engaged in the delivery of operational support services are fully aware of, and acting in compliance with all relevant policies and procedures

• KRA 5: Safety & Security
• Support the development and implementation of an effective security management system (including Security Assessments with Plans), in line with existing Plan International policy, protocols and approach:
• Gather reliable security information and ensure that staff are kept informed and updated on security developments and incidents that occur as per the stipulated communication protocol
• Work with the Head of Operations to develop and continually update a PA specific safety and security plan; manage the day to day implementation of security and safety activities in the PA
• 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
• Lead the PA Operations team in a manner that empowers them to deliver high quality, timely, support to the wider organisation:
• Develop and oversee implementation of an annual workplan and budget for the PA Operations Department; manage the finances of the department, ensuring good value for money and compliance with PIU’s policies and procedures
• Regularly review the team staffing levels to ensure that required service levels can be realistically delivered; at the same time ensuring that staff are fully occupied and working efficiently
• Communicate clear performance expectations to the team, providing training, coaching and other support as required; manage any poor performance firmly but fairly, in line with PIU’s policy
• Coordinate effectively with others to ensure high performance within PIU’s matrix operating structure
• Foster an inclusive environment by implementation of policies that provide for diversity and equal opportunities and utilisation of a leadership style that will drive employee engagement

• 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. 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.

• 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; speaks positively about change and supports others in adjusting to it.
• Lasting Impact
• Sets and communicates ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
• Open & Accountable
• Maximises our progress by aligning work priorities and resource deployment in own area with Plan International’s wider goals and longer term direction.
• Work Well Together
• Creates a positive team spirit, helping people work well together as a team; proactively resolves situations of conflict by generating solutions that will work for all involved; deliberately adjusts own behaviour to influence or persuade others.
• Inclusive & Empowering
• Appreciates the expertise and creativity of others; actively seeks out others’ views and incorporates their insights or perspectives into decision-making and action-planning.
• Skills & Knowledge
• Motivates and develops others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential; acts as a role model of continuous professional development and willingness to learn from mistakes.
• Critical Business Management Competencies
• Good track record of planning and organising work effectively; managing time to deliver results against agreed priorities, objectives and quality requirements, to time and within budget.
• Good understanding of financial and procurement systems, with a good track record of complying with relevant procedures and controls.
• Good analytical skills as required to obtain and process information and numerical data from a range of sources and use the insights gained to inform decisions or communications
• Experience of identifying and mitigating business or project risks; ability to undertake and interpret risk assessments with a track record of actively managing risks appropriately in context, taking professional advice or escalating where appropriate.
• Good written and spoken communication skills, including in English language and (ideally) relevant local language, with an ability to effectively adjust content and presentation so as to connect with an audience.
• Good teamworking skills, including an ability to listen well to others, appreciate viewpoints, and respond positively to diversity.
• Critical Technical Competencies
• High levels of personal integrity, transparency and accountability
• Strong technical background in procurement activities within the NGO or business sector with significant experience in leading supply chains across multiple sites
• 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


Application procedure

Interested and Qualified? Click here to Apply Now

Date Posted: 2022-10-28