Procurement Officer

Date: 26-May-2021

Location: Hawassa, Ethiopia

Company: Plan International

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 80 years, and are now active in more than 70 countries.

Role Purpose

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls. 

In Ethiopia, Plan has more than 25 years of experience in implementing its program . Currently PIE mainly operates in seven geographical areas; Amhara, Oromia, SNNPR, Gambella, Benishangul Gumuz, Afar, and Addis Ababa City Administration on different projects funded by different donors including sponsorship.

Plan International Ethiopia's main purpose is to seek Gender Justice for Girls, Adolescent Girls, and Young Women. We aim to help create an enabling environment where girls, adolescent girls, and young women are safe, valued, equally cared for, and have equal opportunities. PIE will contribute to the global strategy by aiming to reach directly 2.1 million Girls, Adolescent Girls and Young Women over the period of the strategy 2020-2024 and to reach an additional 6.3 million beneficiaries through its interventions.

The position holder will be responsible to support the program activities at the Country Office by organizing adequate acquisition of goods and services provided.

Management scope, reporting lines, key relationships

Reports to: Ethiopia, Procurement Manager

Direct Reports: No direct reports

Key Relationships

Internal: The job holder has a close internal work relationship with the following departments/units and/or functions: 

• All Programs and Departments for procurement related activities, Supporting Requesting for Purchase Requisition creation and approving in the SAP

External: The job holder has a close external work relationship with the following

• Suppliers, banks and customs for procurement related activities, like collecting quotation, receiving goods and payment, money transfer and receiving

Level of Contact With Children's 

Low contact: No contact or very low frequency of interaction

Physical Environment

The position is typical office environment

Accountabilities and MAIN WORK ACTIVITIES

Procurement Processing and Follow-up (50%)

• Undertake successfully all procurement processing and follow up of goods and services requested for emergency and development response operation or other requests as assigned by the supervisor

Performance of Transactions and Purchasing (10%)

• Perform effectively transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.

Collection of Procurement Quotations (10%)

• Perform timely collection of quotations as per the procurement threshold/guideline and approved purchase requisition for goods and services and performing purchase transactions

Market Assessment (10%)

• Conduct appropriate market assessments upon the direction provided by the Procurement Manager
• Collect adequate information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Procurement Manager

Performs Additional Duties (20%)

• Fully perform additional duties as per the request of the Procurement Manager, Head of the department or CLT such as extracting data from the system SAP and report, PO Cleansing, vendor prequalification
• Effectively support and give sufficient orientation to requesting units or programs on creating and approving of purchase requisition from the system.

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 organizing, financial planning and monitoring, negotiation and program 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 Diploma level or equivalent study in fields such as Business Administration or Management or Purchasing and Supplies Management, or Supply Chain Management or related field
• 3 (Three) years’ experience in the area of procurement

Qualifications/Experience Desirable:

• Experience in UN Or NGO environment involving in the procurement activities
• Experience in emergency procurement is advantageous

Languages Required

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

Location:

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Closing Date:

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 organizational 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 organization, 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.