Supply Chain and Admin Officer

Plan International

Addis Ababa, Ethiopia

Experience: 3 to 5 Years

Skill Required :

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.

Role Purpose

The position holder is responsible to support the efficient and effective implementation of Programs by ensuring; availability of logistics support on time and with required standard. Financial reports are accurate, reflecting the reality of logistics related transactions incurred at all times, Projects logistics activities are effectively implemented according to donor requirements, and Development and maintenance of systems within the grants portfolio.

Accountabilities And Main Work Activities

  • Office Administrative tasks, Payment Handling and Facilitation.
  • Oversee and supervise office security service handlings efficiently and effectively.
  • Ensure that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed.
  •  Ensure that the office compound and rooms are cleaned regularly.
  •  Ensure that the office electricity, plumbing system is functioning well and report any requests for repair / renovation to the Supply Chain and Admin Coordinator.
  • Administer office and warehouse lease contracts effectively and efficiently.
  • Collect budget on time from different projects and charging on SAP in coordination with Supply Chain Coordinator, budget holders and finance.
  • Collecting and charging overhead costs from different grant coordinators for telecom service, utility, office rent fee and other service payments.
  •  Ensure the administration related budget is available and well managed for effective and efficient operations.
  • Facilitate security service payment to the contracted service provider timely
  • Transportation & Fleet management (30%).
  • Assign and manage all vehicles and motorbikes in accordance of PIE fleet management policy and in consultation with logistics coordinator.
  • Arrange transportation from suppliers to the office/warehouse, as necessary with the prior approval of Supply Chain and Admin coordinator;
  •  Check and sign each vehicles log-sheet every week, develop history file for each vehicles & motorbikes.
  •  Follow maintenance, fuel consumption, and annual inspection and insurance policy renewal of each vehicles and report to PA supply chain and Admin Coordinator.
  • Approve and sign weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all vehicles.
  •  Maintain a vehicle inventory for the PA and advise about vehicle allocation; carry out a monthly analysis on office and rental vehicles usage for decision making.
  • Facilitate timely payment for the rental vehicle service providers.
  •  Prepare and submit fleet report monthly base to PA Supply Chain Coordinator.
  • Asset management (15%)
  •  Prepare inventory lists for items at PA level.
  • Timely update fixed asset registration according to the organization asset management policy.
  •  Follow up recording and tagging fixed asset timely
  •  Undertake periodic inventory for fixed asset and other consumables item in the store.
  • Ensure that storage areas, facilities and equipment meet the minimum requirements and standards.
  •  Follow-up on and ensure the proper functioning of office equipment and telecommunications systems including office telephone, office fax, satellite telephones for all offices in consultation with line manager and ICT Unit.
  • Supervise all asset transactions to be carried out in compliance with the store and fixed assets guidelines.

Supervisory role

  • Supervise drivers, Security Guards and Office attendants.
  • Supervise, coach and motivate staff to enhance and manage their performance and development that enables them to perform their maximum capacity by managing their workload (work inventory, planning, monitoring and feedback) as well as by arranging adequate working conditions and input in line with their operational needs.
  • Receive, check and authorize weekly and monthly reports Drivers, Security Guards and compiles them into unit-wide regular reports.

Procurement Management 

  • Implement procurement process in accordance of PIE procurement; Follow up and compile the procurement plan from each budget holder.
  •  Ensure performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
  •  Prepare comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee;
  • Collect quotations as per the Procurement Guideline and forwards them to the supervisor; reports any difficulties (sourcing, stock outs, unavailability) immediately to the supervisor and consults the requestor when needed;
  • Support in different procurement specific PA wide initiatives as advised by the PA Supply Chain and Admin Coordinator.

Periodic Reporting

  •  Prepare and receive, checks and compile monthly, quarterly, semi-annually and yearly logistical reports (Asset, Fleet, Procurement, Stock etc)
  • Technical expertise, skills and knowledge

Qualifications And Experience Requirements

Qualifications/ experience essential:

  • Bachelor’s degree in Business Administration/logistics Management, Purchasing/Supplies Management or related field.
  • At least 3 years of relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.

Qualifications/ experience desirable:

  • Substantial experience in procurement and fleet management.